To find a document in SparkReceipt, open Documents and use the search box for text and a filter for everything else. The search box matches the Merchant or Payer name, the description, the reference, the document number and line item names. It does not look at amounts. To find a document by its total, add the Total amount filter and choose Exactly or Between.
The SparkReceipt web app has every filter and saved searches. The mobile app has the search field and a shorter list of filters.
Search by text
In the web app, the search box is the first thing in the filter row above the document list. It reads Search text.... Type a word, or part of one, and the list updates as you type.
The search box looks in these fields:
- The Merchant or Payer name (the name of the document)
- Description
- Reference
- Document number
- Line item names
A few things to know:
- Upper and lower case make no difference, and part of a word is enough. Typing "star" finds "Starbucks".
- What you type is searched as one phrase. "office depot" finds documents where those two words appear together in that order.
- Totals, dates, Categories and Tags are not searched. Typing 42.50 only finds documents that have "42.50" in one of the text fields above. To search by amount, use the Total amount filter.
Find a document by its total amount
- Open Documents in the web app.
- Click Filter next to the search box. Once a filter is active, the button shrinks to a +.
- Choose Total amount.
- Pick how to match. The filter opens on Between.
- Exactly: type the total in the Amount field.
- Between: type a Min, a Max, or both. Leave one of them empty to find everything from an amount upwards, or everything up to an amount.
- Click Apply.
How the Total amount filter matches:
- It compares against the document's total, tax included.
- Between includes both ends. Min 40 and Max 50 also finds totals of exactly 40 and exactly 50.
- The number is compared as it stands on the document, in the document's own currency. Nothing is converted, so 100 finds documents with a total of 100 in any currency.
- Amounts can have up to two decimals.
- The fields take zero and positive numbers. A credit or return saved with a minus sign cannot be found by its amount, so search for it by name or date.
If the document does not show up
- Try a small range. The total saved on the document may differ slightly from the one you have in mind, for example when a tip or a tax line was read differently. Switch to Between and search a range around the amount, such as 42 to 43. Adding a Document date filter narrows the list further.
- Check the other filters. A document has to match every active filter. Remove the other chips, or click Clear and add Total amount again.
- Check the view. A view such as Expenses or Income only lists that type of document. Switch to All documents to search everything.
- Check the account. If you use linked accounts, the document may be on another account.
Add, change and remove filters
- Click Filter and pick a filter from the list. The list has its own search field, so you can type the first letters of the filter you want.
- Each active filter shows as a chip next to the search box. Click a chip to change it, or click the x on the chip to remove it.
- Clear removes all filters.
- A document has to match every filter you add. When one filter holds several values, a document that matches any of them is shown.
- Many filters can be switched between is and is not, so you can leave something out. For example, Category is not Travel.
- Category, Payment method, Tags, Reference and Description also offer is empty and is set. Use is empty to find documents that still need a Category or a payment method.
All filters in the web app
| Filter | What it finds |
|---|---|
| Document date | Documents dated within a range. Either end of the range can be left open. |
| Submitted date | Documents added to SparkReceipt within a date range. |
| Updated date | Documents last changed within a date range. |
| Due date | Documents with a due date within a range. |
| Total amount | Documents with an exact total, or a total between two amounts. |
| Type | Expenses, Income, statements and other document types. Expenses can be narrowed to receipts or invoices. |
| Category | Documents in one or more Categories. |
| Tags | Documents with one or more Tags. |
| Merchant / Payer | Documents by Merchant or Payer name only. Type a name and press Enter. |
| Description | Documents whose description contains the text you type. |
| Reference | Documents by reference. |
| Document number | Documents by their document number. |
| Payment method | Documents paid with a given payment method. |
| Payment status | Paid or Unpaid. |
| Review status | Pending, Needs Attention, Reviewed or Rejected. |
| Match status | Matched, Suggested match or Unmatched against your bank statements. |
| Matched to statement | Documents matched to one bank statement that you pick. |
| Extraction status | Bank statements by the state of their extraction. |
| Published to | Documents published to your connected accounting software. |
| Publish status | Published, Publishing, Publishing failed or Not published. |
| Source | How the document arrived: Mobile scan, File upload, Email or Integration. |
| Owner | Documents that belong to a given user on the account. |
| Duplicate | Yes lists documents flagged as duplicates. See How to find and resolve duplicate documents. |
| Refund | Yes lists documents marked as refunds. |
| Paid by | Company, Personal or Unknown. Shown only on accounts that use expense claims. |
To put the largest or smallest documents first, open the Sort menu and choose Highest value first or Lowest value first.
Save a search you use often
Saved searches are part of the web app.
- Set the filters you want.
- Click Save at the end of the filter row. Inside a built-in view such as Expenses or Income, the button reads Save as new search.
- The search opens as its own tab above the document list, named "Saved search" with the date and time.
- Click Edit to give it a name, a description, an icon and a color, then click Save changes.
In the same editor, Add to sidebar pins the search under Favourites in the sidebar, and Delete search removes it. Deleting a saved search does not delete any documents.
Saved searches are your own. Other users on the account do not see them.
Search and filter in the mobile app
- Open the Documents tab.
- Type in the Search documents field. It looks in the same text fields as the web app, and it does not look at amounts.
- Use the tabs above the list to show All, Expenses, Income, Statements or Documents.
- Tap the filter button next to the search field to open Filters.
- Set what you need, then tap Apply.
The Filters sheet has Jump to month, Date from and Date to, Categories, Tags, Payment methods, Review status, Min total and Max total. Sort is at the bottom of the sheet. Clear resets the filters in the sheet.
To find an exact total in the mobile app, type the same amount in both Min total and Max total. The mobile app has no separate Exactly switch.
The other filters and saved searches are available in the web app.