How do I filter my invoice list?

The Invoices page lets you filter your invoice list by primary location, status, due date, paid date, or by tag (if Xero or QuickBooks is installed), so you can quickly find the invoices you're looking for.

Filtering your invoice list helps you:

Focus on one location: Filter by Primary Location to see only invoices for a specific location if you manage multiple locations
Check invoice status at a glance: Filter by Status to quickly find paid, unpaid, or overdue invoices
Track upcoming and overdue invoices: Filter by Due date to see what's coming due or already past due
Reconcile payments faster: Filter by Paid date to see exactly which invoices were paid within a given period, making monthly bookkeeping and QuickBooks or Xero reconciliation easier
Verify accounting sync: Filter by Tag to confirm invoices have synced properly with Xero or QuickBooks, or to spot sync errors
Build precise reports: Combine any of these filters together for exactly the view you need

How to Filter by Primary Location

1. In your left-hand menu, click Invoices

2. On the top of the invoice list, click Primary Location is Any to see a list of your locations

3. Select the location you'd like to filter by

4. Your invoices will then be filtered to only show invoices for that location

Note: This filter is most useful if you manage multiple locations in Optix.

How to Filter by Status

1. In your left-hand menu, click Invoices

2. On the top of the invoice list, click Status is Any to see a list of invoice statuses

3. Select the status you'd like to filter by

4. Your invoices will then be filtered to only show invoices with that status

How to Filter by Due Date

1. In your left-hand menu, click Invoices

2. On the top of the invoice list, click Due date is Any to pull up a calendar selection

3. Select the date range you'd like to filter your invoices by, clicking on the date you'd like to start the range, and then clicking on the date you'd like to end the range

4. Your invoices will then be filtered by due date range

How to Filter by Paid Date

1. In your left-hand menu, click Invoices

2. On the top of the invoice list, click Paid date is Any to pull up a calendar selection

3. Select the date range you'd like to filter your invoices by, clicking on the date you'd like to start the range, and then clicking on the date you'd like to end the range

4. Your invoices will then be filtered to only show invoices paid within that date range

Tip: Paid date reflects when an invoice was actually paid, not when it was due. It works together with your other filters, like Due date, Status, or Tag, so you can combine them, for example to see all invoices paid in a given month regardless of when they were due. This makes monthly revenue-collected reporting easier, including reconciling payments in QuickBooks or Xero.

Note: The Paid date filter is currently only available on Invoices > All Invoices. The Invoice Items page and the Data Exporter app still filter by Due date only.

How to Filter by Tag

Filtering by Xero and QuickBooks tags can help you assess whether your invoices have been properly synced to your accounting software, or if an error has been detected.

Note: You can only filter by tag if you've installed the Xero or QuickBooks integration to your Optix dashboard.

1. In your left-hand menu, click Invoices

2. On the top of the invoice list, click Tag is Any to see a list of QuickBooks or Xero related tags

3. Select the tag you wish to filter by

4. Your invoices will now be filtered by the specified tag

FAQs

What's the difference between Due date and Paid date?

Due date is when an invoice is scheduled to be paid. Paid date is when the invoice was actually paid. Use Paid date when you need revenue-collected reporting, such as monthly reconciliation in QuickBooks or Xero.

Can I combine multiple filters together?

Yes. Primary Location, Status, Due date, Paid date, and Tag all work together, so you can layer them to build a precise view, for example invoices for one location that are tagged as synced to QuickBooks and were paid within a specific month.

Can I filter by Paid date on the Invoice Items page or in the Data Exporter app?

Not yet. The Paid date filter is currently only available on Invoices > All Invoices. The Invoice Items page and the Data Exporter app still filter by Due date only.

Why don't I see a Tag filter option?

Tag filtering only appears once you've installed the Xero or QuickBooks integration to your Optix dashboard.

Why don't I see a Primary Location filter option?

This filter is intended for organizations with multiple locations. If you only manage one location, you may not need to use it.

Can I export my filtered invoices?

Yes. Once you've filtered your invoice list, select the invoices you need and use More options > Export CSV. Learn more in How do I get Optix invoice data in to my accounting system?

Troubleshooting

I don't see a Paid date filter option.

Make sure you're on Invoices > All Invoices. Paid date filtering isn't available yet on the Invoice Items page or in the Data Exporter app.

I don't see a Tag filter option.

Tag filtering only appears if you've installed the Xero or QuickBooks integration. Check Apps & Integrations to confirm it's installed.

My filtered results don't match what I expected.

Double check which filters are active, especially Due date versus Paid date. These reflect different things, and using the wrong one will return a different set of invoices.

Need more info on Invoices?

Take a look at this quick guide to dive deeper.