--- title: "Find and manage your documents" description: "Use the InvoiceStamp Documents tab to find a quotation, sale order or invoice by client or number, sort and filter the list, then edit, share or delete it." url: https://docs.invoicestamp.com/documents/manage-your-documents last_updated: 2026-10-21 app: InvoiceStamp 1.1.0 for iPhone and Android --- > InvoiceStamp Help Center: step-by-step guides for the InvoiceStamp app on iPhone and Android. > Fetch the complete index of help pages at https://docs.invoicestamp.com/llms.txt to find the other pages you need before answering. # Find and manage your documents Every document you save is in the **Documents** tab. Switch between **All**, **Quotation**, **Sale Order** and **Invoice**, or search by client name or document number. Tap a document to edit it, share or download its PDF, record a payment on an invoice, or delete it. Swipe one to the left for **Pay** and **Share**. ## What does the Documents list show? ![The Documents tab before anything is saved: No documents yet, with a Create document button](https://docs.invoicestamp.com/screenshots/documents-empty.webp) ![The Documents tab with one invoice: INV-0001, Invoice, John Doe, Today, 156.00 dollars, Unpaid](https://docs.invoicestamp.com/screenshots/documents-list.webp) Each row shows the document's number, its type, the client, when it's dated (*Today*, *Yesterday*, *3d ago* or the date) and its total. Invoices also show their payment status: **Unpaid**, the amount still due when partly paid, **Paid**, or [**Overdue**](https://docs.invoicestamp.com/glossary#overdue) once the [due date](https://docs.invoicestamp.com/glossary#due-date) has passed. See [Record a full or partial payment](https://docs.invoicestamp.com/payments/record-a-payment). More documents load as you scroll, down to "You've reached the end". Pull the list down to refresh it. ## How do I find a document? - **By type**: tap **Quotation**, **Sale Order** or **Invoice** at the top. **All** shows everything. - **By search**: type in **Search client or number**. It matches part of the document number, or the client's name, email or [tax ID](https://docs.invoicestamp.com/glossary#tax-id). Your last searches appear as chips under **Recent** when you tap the empty search box; they're kept on this phone only. - **By payment**: on **Invoice**, tap **Unpaid**, **Partial** or **Paid** to list only those. **All** shows every invoice again. If nothing matches, the app says so: tap **Clear search** or **Clear filter**. ## How do I sort the list? Tap the sort icon next to **Select** and choose: - **Newest first**: the documents you saved most recently at the top. It's the default. It goes by when you saved, so an invoice you back-dated today is at the top. - **Highest amount**: the largest totals first. The heading above the list shows the order you chose, such as **NEWEST FIRST**. ## What can I do with a document? Tap it to open its sheet: ![The sheet for INV-0001: a thumbnail, 156.00 dollars for John Doe today, a Payment row showing 156.00 dollars due, and Edit, Share, Download PDF, View PDF and Delete](https://docs.invoicestamp.com/screenshots/document-detail.webp) | Action | What it does | | --- | --- | | The thumbnail | Shows the document full screen. | | **Payment** (invoices only) | Records a full or [partial payment](https://docs.invoicestamp.com/glossary#partial-payment). It shows what's due, or **Paid**. | | **Edit** | Opens the document in the editor. Save to update it: it keeps its number. | | **Share** | Makes the PDF and opens the share sheet. See [Share an invoice PDF](https://docs.invoicestamp.com/documents/share-an-invoice-pdf). | | **Download PDF** | Saves the PDF to your phone. | | **View PDF** | Opens the PDF with its details, **Share PDF** and a download button. | | **Delete** | Deletes the document, after asking. | If the editor holds another document with changes you haven't saved, **Edit** asks first: **Clear and open** discards those changes, **Keep editing** takes you back to them. Swiping a row to the left gives two shortcuts: **Pay**, for an invoice that isn't fully paid, and **Share**. ## How do I delete documents? To delete one, tap it, then **Delete**. The app asks, for example, **Delete invoice?** with the document's number: tap **Delete**. To delete several: 1. Tap **Select** at the top, or touch and hold a document. 2. Tap each document to delete, or **Select all**. 3. Tap **Delete** and confirm. > **Deleting can't be undone** > > A deleted document can't be restored from the app, and its number isn't given to another document, so your numbering keeps a gap. Download the PDF first if you need a copy. ## Can I copy a document or turn a quotation into an invoice? Not in this version: there's no duplicate or convert button. To make a similar document, start a new one. The editor keeps your design, currency, notes and [payment terms](https://docs.invoicestamp.com/glossary#payment-terms) from the last document, and your saved client and products take a tap each to add back. See [Quotation, sale order or invoice: which to send](https://docs.invoicestamp.com/documents/quotation-sale-order-or-invoice). ## What do Draft, Queued and Failed mean on a row? They're about saving, not about your client: - **Draft** shows for a moment on a document you've just saved, until your account confirms it. - **Queued**, **Generating** and **Failed** show on a save that was cut off by a lost connection. It finishes on its own when you're back online. See [Fix common problems in InvoiceStamp](https://docs.invoicestamp.com/account/troubleshooting). ## Related guides - [Fill in a document, section by section](https://docs.invoicestamp.com/documents/fill-in-a-document) - [Read your totals on the Home screen](https://docs.invoicestamp.com/payments/home-screen-totals)