In FreshBooks you will find that your lists are divided into three sections: active, archived and deleted. These have different functions in FreshBooks according to each status, and you can switch between these statuses by unarchiving or undeleting most things in your account.
Active
- Fully functional
- Active data appears in all of your lists and reports
- Active clients count towards your client limit on all plans
If you ever need to return to your active view, you can select the All [Section] link (e.g., All Invoices, All Expenses, All Projects, etc).
Archived
- Archiving things help shorten your lists (e.g., paid invoices can be archived and all other invoices can remain in the active view)
- Archived clients count towards your client limit on all plans
- Archived recurring templates and retainers will continue to generate Invoices
- Archived expenses will continue to appear in bank reconciliation
- Archived projects will be viewable but you'll no longer be able to track time to it
- Anything archived will not appear in lists (like invoices, expenses, projects, etc), but will appear in reports and in most searches
- Archived projects must be searched in the archived section only
- Can be unarchived for later use
To archive something:
- Go to the section (e.g., Invoices or Expenses)
- Check the box(es) off next to the content you want to archive
- Select the Bulk Actions button
- Then select Archive
![Archive button for project.]()
- View your archived content by selecting the View Archived [Section] button (e.g., View Archived Projects).
![View archived button at bottom of list.]()
Archived Content
View all archived content or unarchive something with the below steps:
- Go to the section (e.g., Invoices or Expenses)
- At the bottom of the list, select the View Archived [Section] button (e.g., View Archived Invoices)
- Check off the box(es) next to any archived content
- Select the Bulk Actions button
- Then select Unarchive to restore it back to the main list.
Deleted
- Will not appear in any lists
- Completely inactive, but can be undeleted for later use
- Deleting clients will not delete their past invoices or payments associated with them
- Deleted clients do not count towards your client limit on all plans
- Deleted projects and deleted team members' time entries will remain associated to them and can be billed later, and will also appear on the Time Entry Details report
- The Time Entry Details report can be filtered to a specific deleted team member if needed
- You can also run reports on deleted clients if All Clients are selected, but you will not be able to run any filtered reports on a deleted client specifically
- Deleted sent emails will still remain accessible
- Deleting credits, payments, and time entries is permanent and cannot be undeleted
To delete something:
- Go to the section (e.g., Invoices or Expenses)
- Check the box(es) off next to the content you want to delete
- Select the Bulk Actions button
- Then select Delete
![Delete button for expense.]()
- View your deleted content by selecting the deleted link at the bottom of any list.
![View deleted link at bottom of list.]()
Deleted Content
View all deleted content or undelete something with the below steps:
- Go to the section (e.g., Invoices or Expenses)
- At the bottom of the list, select the deleted link
- Check off the box(es) next to any deleted content
- Select the Bulk Actions button
- Then select Undelete to restore it back to the main list.