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Bulk actions let you select multiple transactions from the Transactions page and act on all of them in a single step. Use bulk actions to save time when you need to categorize, approve, export, or turn a set of purchases into work orders (expenses) all at once.

Step 1: Open the Transactions Page

Navigate to Cards > Transactions in the left sidebar. The page shows all card transactions for your account.

Transactions index page showing the filter bar and transaction list

Step 2: Filter the List

Before selecting transactions, use the filter bar at the top of the page to narrow down to exactly the transactions you want to act on. You can filter by:

Period — date range (e.g., Last 30 Days)
Subtype — Purchase, Refund, etc.
Type — Transactions, Splits, etc.
Filters — card, cardholder, status, property, merchant, and more

You can also use the AI Filter button to search using plain English. For example, type "Home Depot charges over $200 last month" and Topkey converts your description into filter criteria automatically.

Filter before you select. The Select All checkbox selects only the transactions visible on the current page. Scoping your results with filters first ensures you're acting on the right set of transactions.

Step 3: Select Transactions

Check the box on the left side of each row you want to include. To select all transactions on the current page at once, check the box in the column header row.

As soon as one or more transactions are selected, a floating action bar appears at the bottom of the screen showing the number of transactions selected and their combined total. For example: 5 selected and Selected: $724.55.

Step 4: Choose a Bulk Action

The floating bar includes two main controls: Download and More.

Download

Select Download to export data for the selected transactions. The menu includes:

Receipt Images (ZIP) — downloads a ZIP archive containing all receipt attachments for the selected transactions.
CSV (same-row splits) — exports the transaction list to a CSV file, with splits shown in the same row as their parent transaction.
CSV (separate-row splits) — exports the transaction list to a CSV file, with each split on its own row.

You can also access export options — including Receipt images (ZIP) and both CSV formats — from the Actions menu in the top-right corner of the Transactions page. These exports apply to your currently filtered transaction list regardless of which rows are individually checked.

Create Work Orders (Expenses)

If your account is connected to a property management system (PMS), a Create Work Orders button appears in the bulk action bar. This opens the Create Multiple Work Orders wizard, where each selected transaction becomes a separate work order (expense).

Create Multiple Work Orders wizard showing a table with amount, markup, property, date, name, and description columns for each transaction

The wizard displays a row for each selected transaction. For each row, you can set:

Markup (%) — apply a markup percentage; the Amount with markup column updates automatically.
Property — assign the work order to a specific property.
Performed On — the date the work was performed (defaults to the transaction date).
Name — the work order name (pre-filled from the transaction).
Description — an optional description that also saves to parts and costs.

You can set a Default Performed On date at the top to apply the same date to all rows at once.

When you're ready, select Bulk Create to create all work orders. Each transaction will be created as a separate work order in your connected PMS.

Work orders created via bulk action are processed one at a time. If your PMS rejects a submission, that work order will surface in an error state so you can edit and retry it without restarting the entire batch.

More (Additional Bulk Actions)

Select More to open the full bulk action menu. Available actions depend on your role and the current state of the selected transactions. Actions may include:

Add Property — assign a property to all selected transactions.
Add Category — apply a category to all selected transactions.
Approve — approve all selected transactions (requires approval permission; see note below).
Reject — reject selected transactions and add a rejection comment.
Flag — toggle the flag on all selected transactions.
Mark Completed — mark all selected transactions as complete.
Add/Remove Tags — apply or remove tags across all selected transactions.
Assign GL Code — set an accounting GL code on all selected transactions (available when an accounting integration is connected).
Accept AI Suggestions — accept AI-suggested GL codes for all selected transactions (available when an accounting integration is connected).
Submit — submit transactions for approval.

Most bulk operations run in the background. When a bulk action is triggered, Topkey displays a confirmation message when it completes. You can also monitor progress on the Bulk Operations page.

Approve only appears in the bulk menu if your user role includes approval permission. If you do not have this permission, you will see Submit instead, which sends transactions to an approver. You cannot approve a transaction that has already been approved.

Display Preferences

To reduce clutter on the Transactions page, use the Display menu (top-right corner) to toggle Hide completed transactions. When enabled, any transaction that has been fully coded is hidden from the list, letting you focus on transactions that still need attention.

Frequently Asked Questions

Does "Select All" select every transaction in my account, or just the ones on the current page? Select All selects only the transactions visible on the current page. If you want to act on a larger set, use the filter bar to scope your results first, then use Select All on each page — or narrow your filters so all relevant transactions fit on one page.

Why don't I see the Create Work Orders button in the bulk action bar? The Create Work Orders button only appears if your account is connected to a supported property management system. If you don't see it, contact your account administrator or Contact Support to check your PMS integration settings.

What happens if a bulk action fails for some transactions but not others? Bulk operations track success and failure counts individually. If some transactions can't be updated (for example, because they're already approved or don't meet a condition), those will be counted as failures while the rest are processed successfully. Review the results on the Bulk Operations page for details.