Introducing Advanced filters

On the Bookkeep>Prepare and All Expenses>All Payables pages, you can use advanced filters to pinpoint a single payable or find a list of payables that match your conditions.

This can help you fulfill audit needs, streamline your monthly bookkeeping process or run consistent reports.

Any use case is handled, and it’s easy to get started and to find what you need.

Create a new filter

Let’s say you want to create a filter to find payables that are either with the Expense Category = Travel Expenses OR Expense Account = Travel & Accommodation.

Here’s how you can do it:

Start by clicking on the ‘Filter’ button in the filter bar on Bookkeep > Prepare or All Expenses > All Payables.
Select the first filter condition Expense Category
Select the operator is
Type or scroll to select the value Travel Expenses
Click on ‘Add filter’
Repeat steps 2-4 to select condition Expense Account, operator is and value Travel & Accommodation
Finally, change the inner group operator on the left from And to Or
Click ‘Apply’ to run the filter and view the list of results

Note on inner group operators:

As you saw in step 7, if you add multiple filter conditions within a filter group, you need to choose if all conditions or any of the conditions need to be met. You do this by selecting the operator And or Or between the filter conditions.

If you select And, the filter will require all filter conditions to be met by a payable to match this filter. If you select Or, then any of the conditions can be met by a payable to match this filter. Worth noting that the Or operator is broader and will return more results, whereas the And operator is narrower and will return fewer results.

Add filter groups

Filter groups allow you to combine multiple sets of filters to help you find the payables you’re interested in.

To extend our example above, let’s say you wanted to find a list of payables where either the Expense Category = Travel Expenses OR Expense Account = Travel & Accommodation AND the Net amount < £200.

To do this, we need to add a filter group:

Click ‘Add filter group’ in the filter modal
Select the filter condition Net amount
Select the operator < (less)
Type the value 200
Leave the outer group operator on the left as And , which is the default
Click ‘Apply’ to run the filter and view the list of results

Note on outer group operators:

These behave in a similar way to inner group operators, but at the filter group level. If you select And, the filter will require all filter groups to be met by a payable to match this filter. If you select Or, the any of the filter groups can be met by a payable to match this filter.

Save your filters

Saving your filters for future use can save you a lot of time and ensure that your bookkeeping process and reports are consistent.

To save a filter:

Follow the steps above to create a filter
With the filter modal open, click ‘Save’ in the top right corner
Add a name for this saved filter
Finally click ‘Save and apply’ in the bottom right

Load a saved filter

To load one of your saved filters:

Go to All Expenses>All Payables or Bookkeep>Prepare
Click on ‘Filter’
Select your saved filter from the drop down list
That’s it!

Pro tip: your saved filters are accessible from both All Payables and Prepare.

Edit, delete or duplicate a saved filter

To edit, delete or duplicate a saved filter:

Go to All Expenses>All Payables or Bookkeep>Prepare
Click on ‘Filter’
Hover on the saved filter that you wish to edit, delete or duplicate
Click the options icon on the right hand side
This brings up the menu from which you can edit, duplicate or delete the saved filter

Available filter conditions and operators

We continually add filtering functionality to Spendesk and try to maintain this table, but please note that it might not be perfectly up to date. It was last updated on 3rd February 2025

Filter condition	Operators	Value
Payable Type	`is` (single value) or `is one of` (multiple values) `is not` (single value) or `is not one of` (multiple values) `is empty` `is not empty`	Select from the Payable types available in your Spendesk account
Payable date	`is in the last` = relative date `is exact date` = absolute date `is within date range` = absolute date `is before` = absolute date `is after` = absolute date	Relative date = number of days/months/years from today’s date. 💡Pro tip: relative dates can be very powerful when used in saved filters Absolute date = single date or date range selection
Supplier	`is` (single value) or `is one of` (multiple values) `is not` (single value) or `is not one of` (multiple values) `is empty` `is not empty`	Select from your supplier list
Requestor	`is` (single value) or `is one of` (multiple values) `is not` (single value) or `is not one of` (multiple values) `is empty` `is not empty`	Select from your Requestor list
Gross amount	`= (is)` `!= (is not)` `< (less)` `<= (less or equal)` `> (greater)` `>= (greater or equal)` `is between` `is not between`	Amount in your wallet currency
Net amount	`= (is)` `!= (is not)` `< (less)` `<= (less or equal)` `> (greater)` `>= (greater or equal)` `is between` `is not between`	Amount in your wallet currency
VAT amount	`= (is)` `!= (is not)` `< (less)` `<= (less or equal)` `> (greater)` `>= (greater or equal)` `is between` `is not between`	Amount in your wallet currency
Receipt number	`is` `is not` `contains` `does not contain` `starts with` `ends with` `is empty` 💡Pro tip: use this to find payables without receipt number `is not empty`	Alphanumeric string (text)
Payment status	`is` (single value) or `is one of` (multiple values) `is not` (single value) or `is not one of` (multiple values) `is empty` `is not empty`	Select from: - “To pay/To Reimburse” - “Paid/Reimbursed”
Receipt status	`is` (single value) or `is one of` (multiple values) `is not` (single value) or `is not one of` (multiple values) `is empty` `is not empty`	Select from: - “Provided” - “Provided and DPR” (Spain only) - “Missing” - “Cannot be provided” - “Declared as invalid”
Bookkeeping status (⚠️ only on All Payables, not Prepare)	`is` (single value) or `is one of` (multiple values) `is not` (single value) or `is not one of` (multiple values) `is empty` `is not empty`	Select from: - “To prepare” - “To export” - “Exported”
Description	`is` `is not` `contains` `does not contain` `starts with` `ends with` `is empty` 💡Pro tip: use this to find payables without a description `is not empty`	Alphanumeric string (text)
Payable account	`is` (single value) or `is one of` (multiple values) `is not` (single value) or `is not one of` (multiple values) `is empty` `is not empty`	Select from your list of Accounts Payable in your chart of accounts
Expense account	`is` (single value) or `is one of` (multiple values) `is not` (single value) or `is not one of` (multiple values) `is empty` `is not empty`	Select from your list of Expense Accounts in your chart of accounts
VAT account	`is` (single value) or `is one of` (multiple values) `is not` (single value) or `is not one of` (multiple values) `is empty` `is not empty`	Select from your list of VAT Accounts in your chart of accounts
Cost centre	`is` (single value) or `is one of` (multiple values) `is not` (single value) or `is not one of` (multiple values) `is empty` `is not empty`	Select from your list of Cost Centres
Expense category	`is` (single value) or `is one of` (multiple values) `is not` (single value) or `is not one of` (multiple values) `is empty` `is not empty`	Select from your list of Expense Categories
Analytical fields (custom)	Depends on the type of Analytical Field	Depends on the type of Analytical Field

FAQs

Can my teammates see my saved filters?

No, only you have visibility and access to your saved filters.

Can I share my saved filters with my teammates?

For now there is no sharing functionality to share your filters with your teammates within Spendesk. However, you can share the URL of the search and share that with teammates. To do this, go to Bookkeep>Prepare, load the saved filter, select the URL in the browser navigation, copy it and send it to your teammate. They can then choose to save it as a new filter in their account.

Is there a limit to the number of saved filters I can create?

No, you are welcome to save as many filters as you need.

Step 1 : Prepare and validate your payments and payables

Everything about accounts payable / suppliers

'All payables' page (for reporting)

Download a filtered view on Spendesk

Edit a payable after it’s been exported to your accounting system