Batch operations let you act on multiple documents simultaneously. Instead of opening each document to approve it, you select a group and approve them all in one click — saving significant time during period-end processing.
Selecting Documents
In the document list, each row has a checkbox on the left. Click a checkbox to select that document. Selected documents are highlighted.
Selecting Multiple Documents
| Action | What it selects |
|---|
| Click a checkbox | Selects that one document |
| Click Select All | Selects all documents currently visible in the list |
| Hold Shift + click | Selects all documents between the first and last clicked |
Available Batch Actions
Once documents are selected, the batch action bar appears at the top of the list with the available actions:
Batch Approve
Sets all selected documents to Approved status in one click.
Best used after a review session where you’ve checked several documents individually and are confident they’re correct. Select the reviewed documents, click Approve All, and they’re all locked simultaneously.
For even faster throughput, combine with the Rules Engine: set a rule to automatically approve documents where confidence_score >= 90. Only documents below the threshold need manual review — then batch-approve the manual reviews at the end.
Batch Export
Sets all selected documents to Export status, triggering the outbound webhook for each document.
Use this for end-of-day or end-of-week processing runs — approve a batch of invoices, then select all approved and batch-export to push them all to QuickBooks or Xero at once.
Batch export triggers the webhook for every selected document. If your automation platform has rate limits (Xero allows 60 API calls per minute, for example), exporting a large batch simultaneously may cause some webhook deliveries to fail. For batches over 50 documents, consider exporting in smaller groups with a short pause between them.
Batch Move
Moves all selected documents to a different contact or folder.
- Select the documents
- Click Move
- Choose the destination contact and folder
- Confirm
Useful for reorganising documents after a folder structure change, or for reassigning a batch of documents that were filed under the wrong contact.
Batch Delete
Permanently deletes all selected documents and their files.
Batch delete is permanent. Deleted documents cannot be recovered unless you have a recent backup. You will be asked to confirm before the deletion proceeds. Approved documents cannot be batch-deleted — set them to Archived first if you need to remove them from the active archive.
Batch Archive
Moves all selected documents to Archived status, removing them from the default document list view. Archived documents are still accessible via Advanced Search with the Archived status filter.
Use batch archive at period-end to move processed and exported documents out of the active queue.
Batch Operations and Filters
Batch operations work on the currently visible documents in the list — whatever is shown after applying your current filters. This makes it easy to batch-act on a specific subset:
Example — batch approve all high-confidence invoices from this month:
- Filter the document list: Contact = All, Status = Needs Review, Date = this month, Profile = Standard Invoice
- Sort by Confidence Score descending
- Visually confirm the top results look correct
- Click Select All
- Click Approve All
Only the documents matching your filter are selected and approved — nothing outside your filter is touched.
Batch Operations via the Rules Engine
For recurring batch operations that happen on a schedule or condition, consider automating them with the Rules Engine instead of doing them manually:
- Auto-approve when
confidence_score >= 90 and status = Needs Review
- Auto-archive when
status = Approved and doc_date < 90 days ago
- Auto-export when
status = Approved and contact_name = "Trusted Vendor"
See Rules Engine for how to configure these. 
