When you search within Dashboards or Reports, the on-screen results are limited to the top 5,000 records. A counter below the search bar shows how many records are displayed out of the total matching results.
Example: "Showing 5,000 of 12,340 results"
When you click Download, the export behavior depends on the total number of matching records — not just the 5,000 shown on screen.
Export Rules by Record Count
Record Count | Export Behavior |
Fewer than 50,000 | Immediate download with a processing message while the file is generated |
50,000 – 150,000 | Background processing — report is emailed to you when ready |
More than 150,000 | Prompted to refine filters; email export limited to the first 150,000 records |
Immediate Download (Fewer than 50,000 Records)
Click Download and a processing message appears while the file is being generated. The file downloads automatically to your device when ready.
Background Export (50,000 – 150,000 Records)
When your results exceed 50,000 records, the export is processed in the background. You do not need to stay on the page — Stampli will email you when the file is ready.
Processing — After clicking Download, a processing indicator appears. A notification confirms that the export is running in the background and will be sent by email.
Email notification — You receive an email from Stampli Notifications when the export file is ready. The email includes the report name, request date, and expiration date.
Download the report — Click Download My Report in the email. You are redirected to a page where the download starts automatically. If it does not start, click Download Report on that page.
Large Exports (More than 150,000 Records)
When your results exceed 150,000 records, Stampli displays a notification indicating that the export will be processed in the background and delivered by email, limited to the first 150,000 matching records.
To reduce the number of results, narrow your date range or apply additional filters in the Customize panel before downloading.
Tips
Export links in the email have an expiration date — download your file before it expires.
The on-screen record limit (5,000) does not affect what is included in your export — the export always reflects the full set of matching records (up to the supported limit).
To reduce a large result set, try narrowing the date range or applying vendor, status, or amount filters.