Overview: working with the Relations screen

In the Relations screen, you can easily look up relation data, apply filters, customize columns, and use ‘Batch operations’ to perform actions on multiple records at once.

In this article, we’ll show you how to use these features efficiently so you can get the most out of your relationship management in AdminPulse.

Filtering in the relations overview

At the top of the Relations screen, you can search for relations based on specific relation data, such as name, VAT number, etc. This is helpful for quickly finding specific relations. You can also add standard filters to narrow down your search results.

If the standard filters don't meet your needs, you can use the 'More filters' button to add additional filters. These filters will remain visible and active within your overview.

Available filters in the Relations screen

Below you'll find an overview of all available filters, with a short explanation for each.

Search relation: Search for relations by name, company number, customer code…

Filter buttons

• Company: Displays only relations registered as a company (legal entity).
• Person: Displays only relations who are natural persons.
• Sole proprietor: Displays only relations marked as sole proprietors.
• Customer: Displays only relations with the status 'Customer'.
• Prospect: Displays only relations marked as a 'Prospect'.
• Own company: Displays only your own companies in the list.
• Other: Displays only relations of the type ‘Other’.

All available filters

• Accounting software: Filter on relations with a specific accounting software linked.
• Also the inactive relations: This toggle lets you choose whether inactive relations should be visible in the list. By default, the system only shows active relations to help you keep a clear overview and work efficiently. When you activate the toggle, inactive relations will also appear in the overview.
• AML – Total risk: Filter based on the final evaluation in the anti-money laundering file (Low, Normal, or High risk).
• Assistant: Filter on the assistant assigned to a relation.
• Assistant (backup): Filter on the assigned backup assistant.
• Assistant invoicing: Filter on the assistant responsible for invoicing.
• Assistant associate: Filter on the associate assistant.
• Assistant responsible: Filter on the responsible main assistant for a relation.
• Assistant senior: Filter on the senior assistant assigned to the relation.
• Assigned to: Filter on which user/assistant is responsible for the relation.
• Communication channels (address, e-mail, phone): Search for relations using an email address, phone number, or physical address. This field allows you to quickly look up a relation using known contact information. It's especially useful if you only have a mobile phone number and aren’t sure which relation it belongs to.
• End fiscal year: Filter based on the selected end of the financial year.
• Language: Filter by the preferred communication language of the relation.
• Country: Filter based on the country linked to the relation.
• Link type: This filter lets you display relations based on the type of link that exists between two relations.
  When you select a link type - for example Accountant, Auditor, Bank, Beneficiary, Child, Contact, Control by other means, Director, Holding, Insurer, Lawyer, Member (Non-profit), Notary, Other, Partner, Representative or Shareholder - the list will show only the relations connected to another relation through that specific link type.
  💡 Want to see only directors? Set Link type = Director. The list will then display only the relations linked as directors.
• Link type (reverse): Filter on the reverse direction of a link (e.g., 'from' instead of 'to').
• Financial statement scheme: Filter based on the selected financial reporting model: reduced, full, micro, not applicable,...).
• Handling level: Filter by the set level (Standard, Yellow / Limited, or Red / Blocked).
• Jurisdiction: Filter based on the jurisdiction or legal territory applied to the relation (e.g., RPR numbers).
• Legal forms: Filter based on the legal company structure (e.g., BV, NV, VZW…).
• Method for sending invoice: Filter according to how the relation receives invoices (email, Peppol, mail, a combination…).
• Mixed tax payer: Filter based on whether a subject is considered a mixed VAT taxpayer.
• Mixed tax payer VAT deduction method: Filter more specifically based on the VAT deduction method used (None, General pro rata, or Actual use).
• NACE code*: Filter on the NACE code related to the economic activity of the relation.
• Nationality: Filter based on the declared nationality of a natural person.
• Other software: Filter on relations connected to specific software tools.
• Own companies: Filter on relations linked to a specific own company or internal entity.
• Payment method: Filter on the assigned payment method (e.g., direct debit or manual transfer).
• Peppol required: Indicates whether a relation is required to receive invoices via Peppol (Yes or No). A relation is considered 'Peppol required' in AdminPulse when it meets the following conditions:
  • it is a customer
  • the relation is a company or sole proprietorship
  • the company is established in Belgium
  • the relation’s VAT number is not set to “Not subject to VAT”
  • the relation’s VAT periodicity is not set to “Exempt under article 44” or “Not subject to VAT”, unless the relation is marked as “Mixed tax payer”
  • the company is not of type BTWE (VAT unit)
• Peppol status: Filter based on Peppol status (not yet searched, not found, active without supported format, active).
• Peppol: ready to send invoices: Filter only for relations that are ready to send invoices through Peppol (Yes or No). This filter relies on the matching checkbox to help you track whether relations are ready to invoice their own customers via Peppol.
• PPP (linked to a Politically Prominent Person): Filter on relations linked to a Politically Prominent Person (PPP).
• PPP (Politically Prominent Person): Show only relations marked as Politically Prominent Persons.
• Relation groups: Filter on the group(s) a relation belongs to.

• Relation picker: not a filter in itself, but a tool that lets you quickly search for and select multiple relations to apply a batch operation.

  1. Type the name of a relation and select it.
  2. Then type the next name and select it again.
  3. Repeat this until your list is complete, and then run your batch operation.

  💡 This way, you create a custom selection that is independent of fixed filter criteria.

• Sector: Filter based on the industry or business sector in which the relation operates.
• Selfbooker: Filter on relations that manage their own bookkeeping (Yes or No).
• Share register: Filter on relations based on the type of share register. The available options are: not specified, none, paper register owned by accounting office, paper register owned by the customer, digital register via eStox, or digital register via Twinntax.
• Social insurance fund: Filter on the social insurance fund linked to the relation.
• Social secretariat: Filter on the social secretariat associated with the relation.
• Software receive invoices: Filter based on the software the relation uses to receive invoices. You can also filter on 'Not filled out'.
• Software send invoices: Filter on the software used by the relation to send invoices.
• Start date from – until: Filter based on the start date range of the relation.
• Tags (with)*: Search for relations containing one or more specified tags.
• Tags (without): Search for relations that do not contain selected tags.
• VAT periodicity: Filter by the periodicity of VAT declarations (monthly, quarterly, annually, etc.).
• With assignments: Show only relations that have one or more assignments linked.
• With teams: Show only relations assigned to a specific team.
• Without teams: Show only relations not assigned to a team.

* For some filters, like NACE code and Tags (with), you can choose between an AND- or OR-filter:

• OR-filter: Displays relations that meet at least one of the selected values.
• AND-filter: Displays only the relations that match all selected values simultaneously.

💡 Use OR if you want a broader selection. Choose AND if you want to refine your search strictly.

Save searches and reset filters

Save a search

Do you often use the same filters in the Relations screen? Click 'Save search criteria' to store your current settings. Next time, you can quickly apply your saved filter combination without having to set everything up again.

Open a saved search

Your saved searches are always available in the filter bar. From there, you can easily switch between different filter configurations depending on what you need.

Reset filters to the default view

Want to remove all active filters and return to the full list of your relations? Click 'Reset filters'.
This clears all filters and restores the standard overview of your relations.

Personalizing the columns in the relations overview

You can choose which information you want to display in the relations overview. The 'Change columns' button allows you to enable or disable the columns that should be visible. This lets you tailor the overview to what is most important for your workflow.

👉 The list of columns is limited. It is not the full list of all fields available in a relation file. Only the fields that are relevant for an overview are offered here.

Available columns

You can enable or disable the following columns:

• First name
• Last name
• Location
• Telephone
• E-mail
• VAT / Enterprise number
• National register number
• Customer code
• Accounting number
• Unique identifier
• Own company
• Relation group
• Assistant associate
• Assistant responsible
• Assistant senior
• Assistant
• Assistant (backup)
• Assistant invoicing
• Short / commercial name
• Start date
• Active
• End date
• End fiscal year

Column: Displaying the VAT/Enterprise number

If you choose to add the VAT/Enterprise numbers, the following details will be displayed:

• If a valid VAT number was entered: the VAT number will be shown
• If a VAT number is pending & the enterprise number is entered: the enterprise number will be shown
• If no VAT number was entered & the enterprise number was entered: the enterprise number will be shown

💡Tip: Expanding the overview

If you're displaying a lot of columns at once in the Relations screen, you can hide 'Recently opened relations' to widen the view for your list.

Export data from the Relations screen

The 'Export' button in the Relations screen is a dropdown menu that lets you quickly generate different types of Excel reports. This feature is ideal for saving relation data, analysing it externally, or using it for internal reporting.

Choose the appropriate export type

When you click Export, a list of available export types appears.
Each export type contains its own set of data and columns, tailored to the purpose of the report. The exact contents of the file therefore depend on the type of export you select.

💡 Because each export type can contain a large number of possible fields, these are not all listed in this article.

Available export types:

When you click the 'Export' button, the following export options appear:

• Export relations
  Exports all column data for the filtered relations. Each relation appears as a row in the Excel file.
• Export authorizations
• Export linked relations
  Shows how relations are connected to each other.
• Export fiscal sections
  Opens a window where you can select which types of fiscal data you want to export:
  • Vehicles
  • Loans
  • Deductible costs
  • Insurances
  • Real estates
• Export communication channels
  Collects all communication details such as addresses, phone numbers, and email addresses.
• Export communication settings
  Displays communication preferences together with basic relation details, such as name and email address. Useful for managing communication and newsletter preferences.

How the export works

1. Filter your relations: Use the filters at the top of the screen to show only the relevant relations.
2. Click the Export button: A dropdown appears with all available export types.
3. Select the export type: Choose one of the available options. For fiscal data, an additional selection window will open first.
4. Select the fiscal sections (if applicable): In the window, choose which fiscal sections you want to export. You can select multiple options at once.
5. Wait for confirmation: You’ll see a notification as soon as the export starts.
6. The download starts automatically: The file is generated, prepared, and downloaded automatically. Larger exports are processed in the background, so you can continue working while they’re generated.

💡 If you don’t apply any filters, all relations will be exported by default. Always double-check your selection before starting the export.

Tips for efficient exports

• Use filters to create a more targeted export containing only the information you need.
• For fiscal exports: Select only the sections you actually want to export — this keeps your overview clear.
• You can run multiple exports at once. Keep in mind that large exports can temporarily increase system load.

Batch operations in the Relations screen

With batch operations, you can easily perform tasks on multiple selected relations at the same time. These are especially useful when automating repetitive tasks across multiple relations. You can efficiently execute actions like task scheduling, invoice scheduling, or sending emails.

Selecting relations

To perform an action on multiple relations, you first need to select the desired relations. You can do this by checking the boxes to the left of each listed relation. You want to select every relation in the current list? Use the checkbox at the top of the list.

Once you've selected relations, the 'Batch operations' button in the upper right will become active. You can then execute various actions simultaneously.

💡 You can also use the Relation picker (see available filters) to build a custom selection by searching and adding relations one by one.

Available batch operation in the Relations screen

The following batch operations are available in the Relations screen:

Batch operation: Add / remove task schedule

Create or remove recurring tasks for multiple relations at once by using the batch operation 'Add/remove task schedule'.

1. Click on 'Batch operations' and select 'Add/remove task schedule'
2. Choose a task template and schedule in the pop-up, or remove the existing task schedule
3. Click 'OK' to apply changes

Batch operation: Create task

Easily assign the same one-off task to multiple relations using the  'Create task ' batch operation.

1. Select 'Create task' in the 'Batch operations' menu
2. Fill out the task details, such as the deadline and assistant
3. Click 'OK' to add the task to the selected relations

Batch operation: Update field

Update the same field in one go for multiple selected relations, for example, language, payment method, or another setting in the relation file.

1. From the 'Batch operations' menu, select 'Update field'
2. Choose the field you want to change, such as Language, and enter the new value
3. Click 'OK' to save the changes

Which fields can you update?

Via the Update field batch operation, you can update the following fields for multiple selected relations at once:

• Accounting software
• Attachments invoice email
• Credit note template
• End financial year
• Financial statement scheme
• Invoice detail template
• Invoice detail type
• Invoice template
• Language
• Legal form
• Method for sending invoice
• Other software
• Own company
• Paymentmethod
• Ready to send invoices via Peppol
• Relation group
• Share register
• Social secretariat
• Social security fund
• Software receive invoices
• Software send invoices
• VAT periodicity

Batch operation: Edit assistant

This bulk action updates the assistant stored in the assistant-profile fields of the relation file (such as Assistant associate, Assistant responsible, Assistant (backup), …) for all selected relations. In other words, you are updating the assistants responsible for the relation.

1. Click 'Batch operations' and then 'Edit assistant'
2. Select the assistant profile you want to modify (such as associate, responsible, or backup) and choose the new assistant.
   Optional: check the box to update the assigned assistant in existing tasks.
3. Click 'OK' to implement the changes

Batch operation: New registration

This batch operation lets you add the same registration to all selected relations in a single step. This is useful when you need to create a registration for multiple relations at once.

1. Choose 'New registration' from the 'Batch operations' menu
2. Enter the registration details (for example, time entry). These will be distributed across all selected relations or added per relation, depending on your choice.
3. Confirm the entry by clicking 'OK'

Batch operation: Set invoice schedule

With the Set invoice schedule batch operation, you can set up new invoice schedules for multiple relations at once, or fully replace existing invoice schedules.
Each time, you define a complete invoice schedule, including the invoice model (such as fixed fee, advance/settlement, or time & materials), the start date, optionally an amount, a specific general ledger account, and how existing invoice schedules should be handled.

Steps

1. In Batch operations, choose Set invoice schedule.

2. Configure the invoice schedule, including amount and frequency, for the selected relations.

3. Click OK to apply the invoice schedule.

When should you use “Set invoice schedule”?

This batch operation is intended for situations where invoice schedules need to be set up or reset, not to modify individual elements of existing invoice schedules.

Use this batch operation, for example:

• When starting with AdminPulse and invoice schedules are still missing for many relations.

• When creating multiple new relations, for example during onboarding or a migration.

• When you intentionally want to fully replace existing invoice schedules for a group of relations.

Batch operation: Add assignment

With this batch operation, you can add assignments in bulk to multiple selected relations at once. This is useful when you want to create the same assignment for several files in a single action, without opening each relation file individually.

👉 This batch operation is only available when Assignments are enabled in your AdminPulse environment. 

1. Choose 'Add assignment' under Batch operations.
2. Configure the assignment: select an assignment template and link a (specific) own company, a price table, and an invoice schedule.
3. Confirm with OK. The assignment is then added simultaneously to all selected relations.

Batch operation: Send e-mail

Send the same email in one go to multiple selected relations, using an email template or a free-text email.

1. Choose “Send e-mail” under Batch operations.
2. Select an e-mail template or compose a free text e-mail.
3. Review the template content and adjust if needed. Also check the document date and add attachments if required.
4. Ready? Click OK. The e-mail is sent immediately to the selected relations.

Batch operation: Add / remove teams

With Teams you control who can access which relations.

1. Choose “Add / remove teams” under Batch operations.
2. In Action, select whether to add or remove a team, then choose the correct team from the drop-down list.
3. Confirm with OK. The team is immediately added to—or removed from—the selected relations.

Batch operation: Add / remove tags

Tags help you group and find relations easily.

1. Choose “Add / remove tags” under Batch operations.
2. In Action, choose whether to add or remove tags, then enter the desired tag.
3. Confirm with OK. The tag is immediately added to or removed from the selected relations.

Batch operation: Generate documents

Generate documents in one go for multiple selected relations, based on a document template.

1. Choose 'Generate Documents' from the 'Batch operations' menu
2. Select a document template for the relations. If relations have different language settings, AdminPulse will prompt you to provide separate templates for each language
3. Click 'OK' to generate the documents

Batch operation: Search on the Peppol network

Let AdminPulse check, in one go and for multiple selected relations, whether they are available on the Peppol network to receive invoices, and automatically update this information based on the data from the Peppol network.

1. In the ‘Batch operations’ menu, select ‘Search relations on the Peppol network’.
   AdminPulse will retrieve the Peppol information for the selected relations.
2. Click ‘OK’ to start the search.

👉 In the pop-up window, you can select two options:

• Change the invoice sending method to ‘Peppol first’ if the relation is found on the Peppol network. Invoices can still be sent by email.
• Remove the accounting inbox email address from the relation if it is found on the Peppol network. This is recommended if you send invoices via Peppol, to avoid sending the same invoice twice (via Peppol and by email to the accounting inbox).

Background processing & monitoring status

Some batch operations, like modifying fields or generating documents, may take several minutes to complete. AdminPulse automatically processes these tasks in the background. Once you click OK, you will receive a confirmation that the process started.

You can track the status and progress of batch actions via the status button in your menu bar. This will display a clear overview of which actions have been initiated and are being processed. Click on the info icon at the end of each line for more details on individual tasks.