Search, filter, and export your lists

Every list in the web app shares the same toolbar: status tabs on top, then the search box, the view toggle and Filters, with a pager under the list. Learn it once and it works on Leads, Clients, Jobs, Estimates, Invoices, Payments, Expenses, Commissions, Checklists, Users, Contacts, Call History, Reviews, Booking Requests and Recurring Jobs.

Pick a status tab

The tabs across the top split the list by status, and each one shows how many records it holds. The counts follow your search and filters, so you see at a glance how many overdue invoices match "Smith" before you even click.

On lists with an Archived tab, All leaves archived records out: open Archived to find them. Leads opens on New the first time; after that, every list opens on the tab you used last.

On Estimates, Converted holds the estimates that became an invoice. Approved holds the ones your client approved that have no invoice yet, which happens when your company turned off Create the invoice when a client approves an estimate (see convert an estimate to an invoice). On Payments, Refunded lists the refunds themselves. Booking Requests has no tabs: search it, or filter it by the requested date.

Search and sort

Type in the search box above the list. The list and the tab counts update as you type. Click a column header to sort by it (most columns sort), and click it again to reverse the order.

Lists that have cards show a toggle with a list icon and a grid icon next to the search box (on wider screens). WorkZen remembers which one you picked.

To search every kind of record at once instead of one list, use the search in the header: see find anything with search.

Filter the list

Click Filters to the right of the search box. A panel slides in over the page from the right. Every change applies right away, so there is no Apply button. What you can filter depends on the list:

• Dates: preset boxes such as Today, 7 days, 30 days and This quarter, then a date range field below for any other range. Click a preset again to turn it off. Presets move with the calendar, so 7 days always means the last seven days. Dates that look ahead, like an invoice's Due Date, offer Next 7 days and Next 30 days instead.
• Tags (Leads, Clients, Jobs, Estimates, Invoices, Payments and Expenses): open the dropdown, search, and pick one or more tags. The number next to each tag is how many of the current results carry it. The list shows records with any of the tags you picked.
• Choices, like a lead's source, a job's priority or a payment's method: pick the values you want.
• Switches, like Overdue only on Invoices, Needs follow-up on Estimates, or Reimbursable on Expenses.

The bottom of the panel shows how many records match. Clear all resets every filter in the panel, and Close hides it. Most filters also have their own Clear link.

Move between pages

The pager under the list shows which rows you are looking at and the total. Click a page number, or the arrows, to move back and forward.

Export to CSV

Export sits at the top right of the Leads, Clients, Jobs, Estimates, Invoices, Payments, Expenses, Commissions and Users lists. It offers two choices, each with its record count:

• All: every record in that list, archived ones included. Tabs, search and filters are ignored.
• Current filter: exactly what you are looking at (tab, search and filters), in your current sort order, across every page.

You get a CSV file named after the list and today's date. Its columns are the same ones the full data export uses for that kind of record (Commissions, which the full export leaves out, has its own): plain column names, amounts as decimals like 1250.00, and dates in your company's timezone.

Anyone who can open a list can export it, and the file holds only what that person can see in the list. On Commissions, that means only your own unless you can manage commissions. The Clients export only appears if your role can see client contact details.

Reports have their own export with the report's filters applied: see export report data to CSV.