See every company's documents in one list

The firm's Documents page lists the documents of every company you can access, in one place. Use it to find a document, to see what is held or failed across companies, and to export a list. It only reads: you add, review, send and delete documents on each company's own pages.

Everyone in the firm can open it, and each person sees their own companies. Members see the companies they are assigned to. Admins see the firm's shared companies. A company marked private to its owner is listed only for the person who created it. Documents of archived companies are included.

Open it

Choose Home, then Data → Documents in the sidebar.

At the top of the page, Purchases and Sales are the two sides of a switch, each with the number of documents on that side. They are two lists, as they are inside a company, and are never combined.

Read the list

Each row is a document or a workbook, newest first. The columns are the ones a company's list has, with one more: Company, the second column, directly after the document, names the company the document belongs to. Then come its supplier or customer, its date and amount, and how far it has got (Sent to Juan and In Juan), with its number (Invoice #) after them. Purchases also shows Vouching, before Sent to Juan, where your firm uses it.

• Select a row to open that company's own page for the document.
• Select a company's name to open that company's list.

Narrow the list

• Search by file name, supplier or customer, or reference, then press Enter. A search also finds the lines inside a workbook.
• Companies narrows the list to the companies you tick. An archived company is marked.
• Status narrows it to one status, such as Held, Send failed or Needs review.
• Select a column heading such as Date or Amount to sort.
• Clear removes the search and the filters.

The address in your browser carries the search, the filters, the order and the page. You can bookmark a narrowed list or send its link to a colleague, who sees the rows of their own companies. A link to a page past the end of the list opens its last page.

Export

Export CSV downloads the list as it is narrowed and ordered, every page of it, up to 5,000 documents. For a longer list, the file's last line says it was cut: narrow the list and export again. Each row carries its company, and an amount is a plain number beside its currency.

If documents arrive or change while the file is being made, the export stops and says The list changed while it was exported. Export again. Choose Export CSV again: a file is never handed over with a row silently missing.

Each export is recorded in the firm's activity log, without the names of the companies in it.

What this page does not do

• It does not add documents. Use Add documents inside the company.
• It does not send or delete a document. Open the document in its company.
• It does not show Purchases and Sales in one table.