To save time, you can edit and/or download many records at once instead of one-by-one. Bulk actions are how you do that.
Quick steps
Open the status tab you care about (All, Draft, For approval, For payment, etc.).
Optional: Narrow the list with filters (job, vendor, cost code, etc.). (See your article on bill/receipt statuses and filters if you link it.)
Select multiple rows using the checkboxes.
Use Actions (primary menu) for bulk edits, or Download for exports.
That’s it.
Where bulk actions work
Jobs
Bills
Receipts
Vendors
Purchase orders
Bulk edit — by page and tab
Exact options depend on permissions, sync state, and company settings (e.g. receipt approvals, payment approvals, Export Center, PO signatures). Below is the standard set.
Jobs
Tab | Bulk actions |
Active | Deactivate |
Inactive | Activate |
Bills
Tab | Bulk actions |
Draft | Send for approval, Send for approval & approve, Archive, Ignore sync errors, Resync to QuickBooks, Delete, Re-categorize as a receipt (and Re-categorize as a purchase order when enabled; plus Auto-split document / Unlock when those features apply) |
For approval | Approve, Reject, Revert to draft, Archive, Ignore sync errors, Resync to QuickBooks, Re-categorize as a receipt (and Re-categorize as a purchase order when enabled; plus Unlock when Export Center applies) |
Payment approval | Same as For approval |
For payment | Revert to draft, Revert to payment approval (when payment approvals are on), Archive, Resync to QuickBooks (plus Unlock when Export Center applies) |
All | Send for approval, Send for approval & approve, Approve, Reject, Revert to draft, Revert to payment approval (when enabled), Archive, Ignore sync errors, Resync to QuickBooks, Restore, Delete (plus Unlock when Export Center applies) |
Edit properties (submenu on Actions): set vendor, cost code / account, job, billable status, and class / custom category when your company uses them.
Receipts
Tab labels depend on receipt approvals:
With approvals: first tab is Draft; the review tab is For approval.
Without approvals: Missing info and Waiting for review are used instead.
Receipts
Tab | Bulk actions (typical) |
Draft / Missing info | Send for approval & Send for approval & approve (when approvals are on), Archive, Ignore sync errors, Delete, Re-categorize as a bill, Re-categorize as a purchase order |
For approval / Waiting for review | Approve & Reject (with approvals), or Publish / related publish flow (without approvals), Archive, Send it back (back to draft / missing info), Ignore sync errors, Re-categorize as a bill, Re-categorize as a purchase order |
All | Combines the above with extras such as Unpublish, Restore, Mark as matched, Delete, and Unlock when Export Center applies |
Unmatched | Archive, Delete (and Unlock when Export Center applies) |
Edit properties: assignee, vendor, account, class, custom category (if used), Paid with, billable status, etc.
Vendors
Request documents
Request ACH
Ignore sync errors
Edit properties (e.g. transaction type and other vendor defaults)
Purchase orders
Close / Open (label flips by tab)
Ignore sync errors
Edit properties (vendor, cost code / account, job, class, retainage, custom category—what appears depends on integration and settings)
When enabled, you may also see Send for signature, Mark as signed, Convert to Adaptive PO, and Duplicate.
Bulk download
Choose the status tab (All, Draft, For approval, etc.).
Optional: Filter (job, vendor, cost code, …).
Select rows with the checkboxes (for a partial export), or use Download all to export everything that matches the current tab and filters.
Open Download and pick:
Download selection — only checked rows
Download all — all rows in the current view
Choose format:
Transactions (XLSX) — spreadsheet of the records
Backup (PDF) — PDF backup (on Bills, the UI label is Transaction backup (PDF))
Backup (ZIP) — ZIP of individual files (on Bills, Transaction backup (ZIP))
On Bills, eligible users may also see Signed lien waivers (PDF/ZIP).
Vendors use dedicated export types: Vendor information (XLSX) and Vendor documents (ZIP).
If you have any questions or want to share feedback, feel free to reach out at [email protected].