invoices search item notes

[VanKalkerFarms]

Is there a way to search invoices including information or numbers in item notes field.

For example we ship our plants on racks and use an item called rack and in the note field enter the rack number that is welded to the rack.  but searching for "407" yields no results even though it is in the notes field on 6 different invoices.

[Stacelyn24 · Accepted solution]

Hey there! That’s a really good question — and honestly, a super smart use of the notes field.

Unfortunately, as of now, Square’s search doesn’t index the item “notes” field in invoices. So even though “407” is there visually, it won’t be picked up when you use the global search bar. I know — not ideal when you're trying to track rack numbers or anything detailed.

Here are a couple of potential workarounds:

🔎 Try exporting your invoices to a CSV from the Dashboard and open it in Excel or Google Sheets — sometimes the note fields appear there and you can do a full search.

🧾 Use custom fields or variations if possible — Square does allow you to customize line item names or add variations, which are searchable.

📣 And definitely worth submitting this as a feature request — I’ve seen others in the community bring this up too. You’re not alone, and it’s something Square could improve with a backend search update!

Hope this helps

[jgrgetich]

Are you familiar with purchase orders? When you type in the vendor code, all items in that vendor code come up and you can quickly add what items you are needing to order in the purchase order.  

Invoices should be the same.  i never said anything about notes and searching for noted.  Inputting items into a purchase order is ridiculous  when you have to manually input the items into the search bar each time.  Every time.  what I am suggesting is that the Invoice "adding items" should be modeled after the purchase order code so that we can add items quicker and not have to spend so much time.

Now, you mentioned downloading invoice into a csv.  If I can download an invoice into a csv and add my items into a csv, then can we upload an invoice as a csv?  That would be a game changer.

[jgrgetich]

First off, we pay for advanced invoices, and it should be smoother than what it is. Invoices should be modeled after the purchase order code.

when we create an invoice, sometimes with 100 or more items, we have to manually type the product each time for us to select the item. Selecting the same product 20 times because it has 20 variations (color and size) is just time consuming.  Having the search index the vendor code would be helpful too.  Then after we are done, different items get different codes, discounts should be easier to input than manually applying to each one. Blanket discounts is easy, but when certain products get different discounts it becomes impossible.