Finding Your Receipts
The receipt list is your command center for all financial transactions in Apocha. Whether you're looking for a specific purchase from last month or want to analyze your grocery spending, this is where you'll spend most of your time.
Overview
When you open the Receipts section from the sidebar, you'll see all your transactions in a scrollable list. Each entry shows the essential information at a glance: date, store name, amount, and category.
Understanding the Receipt List
The Statistics Bar
At the top of the list, you'll see a summary of your filtered receipts:
| Statistic | What It Shows |
|---|---|
| Count | Total number of receipts matching your current filter |
| Total | Sum of all amounts (income minus expenses) |
| Income | Sum of all incoming transactions |
| Expenses | Sum of all outgoing transactions |
View Modes
Apocha offers two ways to view your data:
Receipts View (default) shows one row per receipt. This is ideal for:
- Browsing your transaction history
- Finding a specific purchase
- Getting a high-level overview
Line Items View shows one row per item across all receipts. Perfect for:
- Seeing all purchases of a specific product
- Analyzing spending on individual items
- Finding that one item you bought but can't remember where
Toggle between views using the switch in the toolbar.
Compact vs. Normal View (Mobile)
On mobile devices, you can choose between:
- Normal view: Shows more details per receipt
- Compact view: Fits more receipts on screen
Searching Your Receipts
The search box is powerful. Just start typing and Apocha filters your receipts in real-time.
Basic Search
Type any word to find receipts containing that term:
- Store names:
REWE,Amazon,Shell - Product names:
milk,coffee,gasoline - Notes you've added:
birthday gift,business lunch
Search activates after you type at least 3 characters. This keeps things fast.
Advanced Search Syntax
Power users will love these search operators:
| Syntax | What It Does | Example |
|---|---|---|
| Multiple words | Finds receipts with ALL terms | grocery milk bread |
"quoted phrase" | Finds exact phrase | "whole foods" |
-word or !word | Excludes term | grocery -amazon |
-"phrase" | Excludes exact phrase | -"prime membership" |
Examples:
- Find grocery receipts but not from Amazon:
grocery -amazon - Find all "Whole Foods" receipts specifically:
"whole foods" - Find coffee purchases excluding Starbucks:
coffee -starbucks
Apocha understands both regular quotes ("like this") and iOS smart quotes ("like this"). No need to worry about your phone's auto-formatting.
Filtering Receipts
For more precise control, use the filter dialog by clicking the filter icon.
Date Range
Choose from preset intervals or set custom dates:
| Preset | What It Shows |
|---|---|
| Today | Only today's receipts |
| This Week | Current week (Monday to Sunday) |
| This Month | Current calendar month |
| This Year | Current calendar year |
| Custom | Your chosen date range |
Account Filter
Select one or more accounts to see only transactions from those accounts. This is especially useful if you want to:
- Review your credit card spending separately
- Check your cash wallet balance
- Analyze business vs. personal accounts
Tag Filter
Filter by one or more tags you've assigned to receipts:
Vacation- See all holiday spendingBusiness- Pull up work-related expensesTax Deductible- Gather receipts for tax time
Active Filter Indicator
When filters are active, a badge shows how many filters are applied. Click to see details or clear them.
Sorting Options
Change how receipts are ordered:
| Sort By | Best For |
|---|---|
| Document Date | Finding receipts by when the purchase happened |
| Value Date | Matching your bank statement (when money moved) |
| Creation Date | Finding recently added receipts |
Auto-Refresh
Apocha can automatically check for new receipts at regular intervals. This is useful when:
- You're importing receipts via email
- Someone else is adding receipts to a shared account
- Processing is happening in the background
Set your preferred interval in the toolbar menu.
Column Customization (Desktop)
On desktop, right-click any column header to customize which columns are visible:
- Date - Document date
- Store - Store or transaction partner name
- Amount - Transaction amount
- Category - Assigned category
- Account - Source account
- Tags - Assigned tags
- Items - Number of line items
- Notes - Your notes
Quick Actions
From the receipt list, you can:
- Click a receipt to view its details
- Right-click for context menu actions
- Multi-select for bulk operations (see Managing Multiple Receipts)
Tips for Efficient Browsing
- Use search + filters together: Search for "restaurant" then filter by "This Month" to find this month's dining out
- Check the statistics bar: Quickly see totals without opening a calculator
- Try Line Items view: When you can't find something, switch to items view - you might remember the product name better than the store
- Set up auto-refresh: If you import via email, set a 1-minute refresh to see new receipts appear automatically
Related Features
- Understanding Receipt Details - Learn what you can see when you open a receipt
- Creating and Editing Receipts - Add or modify transaction data
- Managing Multiple Receipts - Work with several receipts at once
- Exporting to Excel - Download your data for analysis
Part of the Receipt Management guide series.