Smart lists

A smart list remembers what you are looking for, just like a smart mailbox in Mail. It sits in the sidebar under its section, shows how many records match right now and is always up to date. You can make them for invoices, quotes, expenses and customers.

Create a smart list

The quickest way starts from what you see. Filter a list or search in it. Then choose Save as Smart List… from the More menu in the toolbar. Folnaro turns the filter and the search into conditions. You only give the list a name.

You can also start from scratch: Control-click Invoices, Quotes, Expenses or Customers in the sidebar and choose New Smart List….

A smart list for invoices

Set the conditions

At the top you choose whether a record has to match all of the conditions or any of them. Each row has a field, a comparison and a value. + adds a row, − takes one away. Below the rows you see right away how many records match.

Tag: is set or is not set, for example everything tagged Follow up.
Customer and Project: one particular customer or project.
Status: for example open, paid or canceled.
Date: before or after a day, between two days, in the last days or in a period such as this month or last quarter.
Amount: more, less or between two amounts.
Overdue and Payment method.
Text: the same text you would type into the search.

Periods like last 30 days or this year always count from today. A list with this month shows the new records by itself on the first day of the next month.

Work with smart lists

Click a smart list in the sidebar. The list on the right shows only what matches, with all the columns, the inspector and the commands you know from the section. When a record changes and no longer matches, it leaves the list. Pay an invoice in To follow up and it is gone from there.

A smart list only changes what you see, never a record. When you delete one, every invoice, receipt and customer stays as it is.

A smart list with overdue invoices

Edit, order and delete smart lists

Control-click a smart list in the sidebar.

Edit Smart List… opens the name and the conditions. You find the same in the More menu while the list is open.
Move Up and Move Down change the order under the section.
Delete Smart List… asks first.

Smart lists sync through iCloud between your Macs. Agents can read and use them through MCP.