Introduction
What is this feature?
Custom views are now available on every tab in the INVOICES page. These views allow filters and column settings to be saved and reused, functioning the same way as the existing custom views on the Orders tab.
Why was it introduced?
With no way to save filter configurations on invoice or credit note screens; accounting and admin teams had to manually re-apply filters each time the page was opened — for example, filtering by "Paid" or "Unpaid" status. This feature eliminates that repetitive step and streamlines daily invoice management workflows.
How does it work?
Custom views can be created, saved, and switched between on each invoice and credit note tab. Filters, column visibility, and column ordering are all preserved within each view. Views can also be shared with other users, when shared by a Superadmin user.
A new "filter by status" column filter has also been added to the Sales and Purchase invoice tabs.
Terminology
Term | Definition |
Custom View | A saved combination of filters and column settings on a list tab, allowing quick access to a specific data configuration |
Sales Invoice | An invoice issued to a customer for services or goods delivered |
Purchase Invoice | An invoice received from a supplier or subcontractor for costs incurred |
Credit Note | A document issued to adjust or correct a previously issued sales invoice |
Purchase Credit Note | A document received from a supplier to adjust or correct a previously issued purchase invoice |
Column Settings | The configuration of which columns are visible and in what order they appear in a list view |
Available Tabs with Custom Views
Custom views are supported on four separate tabs within the invoicing section:
Sales Invoices — manage views for outgoing invoices
Purchase Invoices — manage views for incoming supplier invoices
Credit Notes — manage views for sales credit adjustments
Purchase Credit Notes — manage views for purchase credit adjustments
Orders to invoice — manage views for orders and charges awaiting invoicing
Trips to bill — manage views for trip costs awaiting a purchase invoice
Upload Purchase Invoices — manage views for supplier invoices scanned in via document upload
Each tab maintains its own independent set of views. Invoice views are not shared with purchase invoice views, and credit note views are not shared with purchase credit note views.
Creating a Custom View
Step 1: Apply Filters and Column Settings
NAVIGATE to the desired tab in the INVOICES page.
APPLY the desired filters using the column filter options. For example, filter the Sales Invoices tab by a specific status such as "Paid" or "Unpaid."
ADJUST column visibility and ordering as needed by configuring the column settings.
Step 2: Save the View
ENTER a descriptive name for the view (e.g., "Unpaid Invoices" or "Q1 Purchase Invoices").
CLICK the save view option to store the current filter and column configuration.
The new view will now appear in the views dropdown and can be accessed at any time.
Step 3: Switch Between Views
OPEN the views selector at the top of the invoice or credit note list.
SELECT the desired saved view from the dropdown.
The list will immediately update to reflect the saved filters and column settings.
Sharing Views (SuperAdmin users only)
Custom views can be shared with other users. When a view is shared, both the filter configuration and the column ordering and visibility settings are included. This makes it easy for teams to work from a consistent data layout without each user needing to configure their own filters.
🧰 Only super admin users can share (or manage) shared/custom saved list views. Regular users can still create personal views, but they cannot share them workspace-wide.
To share a custom view options include sharing to ALL users or to selected users
Select 'specific users'
From the drop down, select which users to share the view with
Multiple users can be selected, but must be already a user in the platform
Filter by Status on Credit notes
A new filter by status column filter has been added to the Sales and Purchase credit note tabs.
This filter was previously unavailable on these tabs and allows records to be narrowed down by their current status directly from the column header.
Troubleshooting
Issue | Solution |
A saved view does not appear on a different tab | Views are tab-specific across all seven invoicing tabs: Orders to Invoice, Trips to Bill, Sales Invoices, Purchase Invoices, Upload Purchase Invoices, Credit Notes, and Purchase Credit Notes. A view saved on one tab only appears on that tab, not on any other. Verify the correct tab is selected. |
Filters reset after navigating away | Ensure the view has been explicitly saved. Unsaved filter configurations will not persist between sessions. |
"Filter by status" is not visible on credit notes | Refresh the page to load the latest update. If the issue persists, contact Qargo support for further assistance. |
A shared view does not reflect expected columns | Column settings are included when sharing, but any subsequent changes by the original creator may not auto-update for other users. Re-share the view if column settings have changed. |
Adding the Refund status column on credit notes tab
Refund status column shows whether each credit note has been refunded, without opening it to read its refund task.
At least one credit note must exist on the Credit notes / Purchase credit notes tab so the column has rows to show.
Use case
A finance team wants to see which credit notes still need refunding at a glance. They add the Refund status column, filter on Unrefunded, and save that as a view they open each morning to work through the outstanding refunds.
Walkthrough
Navigate to INVOICES > Credit notes (or Purchase credit notes).
Click the Customise button.
Toggle on the Refund status column under the Columns section.
Save the view (if you created a new view for this column).
The column shows two values:
Refunded (green): the Mark credit note as refunded task on that credit note is complete.
Unrefunded (orange): that task is not yet complete.
Sort and filter on the column
The column can be sorted by Refunded date or filtered on Refunded/Unrefunded to show only outstanding credit notes.
How a credit note becomes Refunded
A credit note becomes Refunded as soon as its Mark credit note as refunded task gets completed.
Open a credit note with Unrefunded status.
Click Complete task button on the Mark credit note as refunded row.
🧰
Where an accounting integration is connected, this task can complete automatically once the refund is confirmed in the accounting software. With any other setup, the task is completed by hand and the column follows.
The Refund status column only updates when the ‘Mark credit note as refunded’ task is completed. If a credit note is settled in another way, (e.g. deducting its amount from a later invoice), the column will keep showing Unrefunded until that task is completed manually.