--- title: "Searching and filtering expenses and payments" slug: "searching-and-filtering-expenses-and-payments" description: "Search, sort and filter expenses and payments in the Payhawk spend management platform: apply filters, combine criteria, save views and perform bulk operations." updated: 2026-10-27T14:17:21Z published: 2026-10-27T14:17:21Z canonical: "payhawk.com/searching-and-filtering-expenses-and-payments" --- > ## Documentation Index > Fetch the complete documentation index at: https://payhawk.com/help/llms.txt > Use this file to discover all available pages before exploring further. # Searching and filtering expenses and payments As a Payhawk Accountant, you can efficiently search through, sort, and organize your company expenses by applying the available expense filters and attributes, grouped in categories. In Payhawk filters are grouped according to the workflow stage or type of data they relate to. For example: - **APPROVAL** filters include criteria such as **Approval date**, **Reject date**, and **Submit date**. - **REVIEW** filters include criteria such as **Review date** and **Reviewer**. - **EXPENSE** filters include criteria such as **Budget**, **eInvoice**, **Expense ID**, and **Created by**. - **SUPPLIER** filters include criteria such as **Request** and **Supplier External ID**. - **CATEGORIZATION** filters include criteria such as **Amortization**, **Category**, and **Cost Center**. - **DOCUMENT** filters include criteria such as **Discount** and **Document date**. - **AMOUNT** filters include criteria such as **Total amount** and **Expense currency**. - **PAYMENT** filters include criteria such as **Payment External ID**, **Settlement date**, and **Merchant**. - **EXPORT** filters include criteria such as **Export date** and **Exported by**. After applying filters to your company's expenses, you can [save that view](/help/saving-and-managing-expense-views) for quick access whenever needed. ## Benefits - The expense filters can be aggregated, thus allowing you to refine and customize the results, and to better understand the lifecycle of your expenses. For example, by applying the **Approval status** filter attributes, you can filter out expenses pending approval, returned, or not yet submitted, and remind the employees to proceed. - By using the expense filters and [saving the filtered expense views](/help/saving-and-managing-expense-views), you can save time and effort, enabling your Finance team to track and work on their tasks smartly and transparently. For example, different accountants can track different expense categories. - You can do bulk expense operations on the filtered expenses. For example, you can filter out expenses not exceeding a specific amount, select them, and pay them in bulk. You can also download filtered-out expenses based on the required criteria. ## Specifics - Expense filters, such as **Service period** and **Document number** among others, become available only after you have [enabled the respective expense fields from the **Settings** app](/help/managing-the-settings-of-built-in-expense-fields). - If [scheduled payments have been enabled for your company](/help/managing-scheduled-payments), you can apply the **Due date** expense filter to display expenses scheduled for payment. The purpose of the **Due date** filter is to help you initiate a payment run by filtering due or overdue expenses. - For better tracking and visibility, you can use different **EXPORT** filters and combine them to [sort your expenses and payments](/help/exporting-expenses-and-payments-on-demand), for example, by the [export status](/help/export-views-and-export-statuses), the person who exported them, their export date, the ERP system to which they have been exported, their external expense and payment ID, and more. - You can also filter your expenses by a pending [approval workflow step](/help/supported-workflow-types) (for example, Team manager approval) and by approver (for example, Jacob Jones). The approver filter shows every expense where the selected person is or was an approver at any step: expenses waiting for their approval, and expenses they already approved, including ones that are now fully approved. Add the **Pending approval** filter to see only expenses still waiting on someone, and check **Waiting for** on the expense to see whose turn it is. - You can find expenses that have no owner too, including e-invoices received through Poland's KSeF e-invoicing system, by using the **Owner** > **is empty** filter. ## Searching through expenses You can search through your company expenses by: - General data - expense title, employee name, note, created by. - Expense field data - category, document number, tax rate name, tax rate code, custom fields. - Supplier data - supplier name, supplier VAT number, supplier external ID. - Currency and amount data - paid currency, net amount, total amount, total base amount. To search for a specific expense: 1. In the [Payhawk web portal](https://portal.payhawk.com), go to **Spend**. 2. Click on the **Search** icon. In the input field, select the desired search criteria. ![Payhawk Company spend list with "amazon" typed in the search field, showing a "Nothing found" message instead of results.](https://cdn.payhawk.com/virtual-qa/2026-10-08-37748806624-1/searching-and-filtering-expenses-and-payments-01.png) > [!TIP] > The search option applies to all expenses. ## Applying filters to expenses and payments To sort your company expenses based on one or more specific criteria: 1. In the [Payhawk web portal](https://portal.payhawk.com), go to **Spend**. 2. Click on **Filters**. 3. From the drop-down menu, select the attribute you want to filter your expenses by. For this example, choose **Approval status**. 4. From the drop-down menu, select the filter criteria that will apply to the approval status of an expense. For example, select the **Not submitted** and **Pending approval** options. As a result, **Not submitted** will filter all expenses that haven't been submitted by employees. **Pending approval** will filter all expenses that have been submitted and are awaiting approval. 5. Click on **Done**. ![Company spend list with the Approval status filter open, showing Not submitted and Pending approval checked and a Done button.](https://cdn.payhawk.com/virtual-qa/2026-10-08-37748806624-1/searching-and-filtering-expenses-and-payments-02.png) > [!TIP] > Once you've filtered the company expenses based on the desired expense criteria, you can [save the filtered view](/help/saving-and-managing-expense-views) to access it quickly later on when needed. ## Useful resources - [Saving and managing filtered views](/help/saving-and-managing-expense-views) - [Downloading expenses](/help/downloading-expenses) - [Viewing expense history](/help/viewing-expense-activity) - [Authorized and settled card payments](/help/authorized-and-settled-transactions) - [Splitting expenses into multiple line items](/help/splitting-expenses-into-line-items-in-the-portal)