Documents overview
Browse, filter, and act on every invoice, receipt, and credit note Inbox Ledger has processed. The list loads once and filters and sorts in your browser.
The Documents page lists every PDF Inbox Ledger has processed: invoices, receipts, credit notes, and the fields the AI extracted from them. Open it from the dashboard sidebar under Documents.
The list
Inbox Ledger loads every document in your organization when the page opens, then filters and sorts in your browser. Switching a filter or a tab updates the table right away, so you can move through a large batch without waiting between clicks.
You have these controls:
- Kind tabs pick All, Invoices, or Receipts. A Credit notes tab joins them once credit-note detection is enabled for your workspace.
- Search matches vendor name, invoice number, receipt number, sender email, subject, or file name.
- Filter row narrows by invoice status (draft, open, paid, void, unknown), document status (ingested, processing, processed, failed, excluded), source, tag, date range, and a "Duplicates only" switch.
- Sort orders by issue date, total, vendor name, invoice status, document status, or last updated.
- Columns let you show or hide optional columns and save the choice, including Signed Total.
- Batch actions appear when you select rows. You can add a tag, clear tags, change the vendor, exclude, delete, push to QuickBooks, Xero, or Dynamics 365, and export to Google Drive, Google Sheets, or OneDrive. Available on Growth+ applies to bulk export.
The Reset button clears every filter at once.
Document kinds
Every row carries a kind badge that says what the document is.
| Kind | What it is | How the list shows the amount |
|---|---|---|
| Invoice | A request for payment | Positive |
| Receipt | Proof that a payment happened | Positive |
| Credit note | A supplier credit that reduces what you owe | Negative, because it subtracts from spend |
The credit notes page covers that kind in full. Credit-note detection is rolling out in stages, so the badge and the tab appear once it reaches your workspace.
Document status
Each document carries a processing status that is separate from the invoice's payment status.
| Status | What it means | What to do |
|---|---|---|
| Ingested | The file is saved and queued for AI extraction. | Wait. The worker usually picks it up within seconds. |
| Processing | AI extraction is running now. | Wait 30 to 90 seconds. The row updates on its own. |
| Processed | Extraction finished and the fields are filled in. | Review or edit on the detail view. |
| Failed | The AI could not extract clean data. | Open the detail view to inspect and reprocess. |
| Excluded | You marked it as not an invoice, so reports ignore it. | Nothing needed. Un-exclude from the detail view. |
Document status and invoice status are independent. Document status answers "did we extract the data?". Invoice status answers "is it paid?". A processed document can still be unpaid.
Related
Detail view
Inspect fields, edit, reprocess, export.
Pre-classification
Why some PDFs never reach the list.
AI rules
Automate tagging, status, and routing.
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Document detail view
Open any document to inspect the extracted fields side by side with the original PDF, edit any value, and run actions like tagging or exporting.