Work with many documents

Filter and search the Documents list, act on up to 50 documents at once, and discard documents safely.

The Documents page lists every document in your organization. Narrow it down with tabs, a status filter and search, then act on up to 50 documents at once: issue drafts, change statuses, download them as one PDF or a ZIP of PDFs, or discard.

The Documents page: a table of invoices, quotations and delivery notes with customer, status and total columns — Tabs and filters narrow the list; the checkboxes start a bulk action.

Find a document#

Tabs show one document type at a time: Invoices, Quotations, Delivery Notes, Waybills, Receipts and Purchase Orders, with every other type, such as estimates and credit notes, behind More.
All statuses narrows the list to one status, such as Overdue or Draft, as soon as you choose it.
Any date narrows the list by issue date: Today, Yesterday, Last 7 days, This month or Last month. "Today" is today in your organization's time zone, set in Settings › Organization. A new draft is dated the day it is created, so today's drafts count too.
Search matches the document number, customer name, subject, reference and total amount, so INV-1042, Dangote and 76000 all work.

The list shows 25 documents per page, newest first. Tabs, status, date and search combine, and the page address keeps them, so a filtered view can be bookmarked or shared with a colleague.

Tip

To find anything in the app from any page, press ⌘ K (or Ctrl K). The command palette searches documents, customers and products and can start a new document. When your administrator turns on smarter search, a Related documents group can also appear when you search in words, such as office chairs or freight. It finds documents by meaning, not only by matching letters. With smarter search on, the palette also reads a phrase such as overdue invoices or unpaid invoices for Acme as filters. It lists the documents that match under a heading that shows how it read the phrase, such as Overdue · Invoices, with the number of documents that match. Other words in the phrase are looked up as text, and the heading shows them in quotes: Unpaid · Invoices · “Acme”. When nothing matches, the palette shows related documents instead, if there are any. A number such as INV-1042 is still looked up as typed, and the Documents group always comes first. Finding by meaning uses an AI provider that your administrator sets up: the words you search for can be sent to it, and it processes the text of your documents in the background. Use the assistant lists what that text holds.

Actions on one document#

Each row's menu has View, Edit, Duplicate, Download PDF, Print, Send and Discard. Duplicate creates a new draft copy, with no number, and opens it in the editor. It is the fastest way to bill a repeat customer for the same lines.

An invoice's row menu open on the Documents list, offering View, Edit, Duplicate, Download PDF, Print, Send and Discard — Everything you can do to one document, without opening it.

Select several documents#

Tick the checkbox on each row, or the one in the header to select every document on the page. Hold Shift and click to select a range. When every document on the page is ticked and more match on other pages, choose Select all N matching above the table to select them too. Selections carry across pages but clear when you change the tab, status, date or search. You can select up to 50 documents.

Tick the documents, then pick the action from the bar.

The bar that appears offers:

Action	What it does
Download PDF	Downloads every selected document in one PDF, each starting on a new page, with a bookmark per document. See Download many documents as one PDF.
Download ZIP	Downloads one PDF per document in `Documents_YYYY-MM-DD.zip`.
Issue	Issues every selected draft and gives each its number.
Change status	Marks the documents Sent, Accepted, Dispatched, In Transit, Delivered, Partially Delivered or Rejected, or voids or cancels them.
Discard	Discards every selected document.

Before anything changes, Bookmaker confirms how many documents it will act on and how many it will skip, and why. A document is skipped when the action does not fit it: a draft cannot be marked delivered, an issued invoice cannot be issued again, and a document with payments recorded cannot be discarded. Members who cannot edit documents see only Download PDF and Download ZIP.

Discard a document#

Discarding deletes a document you created by mistake. Choose Discard from its menu and confirm.

The document's number goes back into the pool, so the next new document can use it and your sequence has no gap.
A record of the document stays in Discarded documents.
A document with payments recorded cannot be discarded. Void it instead, so the payments and the number remain on record.

Discarded documents#

Open View discarded on the Documents page to see what was discarded: the number, type, customer, issue date, amount and when it was discarded.

Delete removes one record permanently, after you confirm with Delete permanently.
Empty permanently deletes every discarded record. Type DELETE to confirm.

Last reviewed 12 October 2026