How does archive or delete work?
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
- Counts towards your Client limit on all plans
If you ever need to return to your active view, you can click on the All [Section] link (e.g., All Invoices, All Expenses, All Projects, etc).
Archived
- Archiving things is a great way to shorten your lists (e.g., paid Invoices can be archived and all other invoices can remain in the active view)
- Archived Recurring Templates and Retainers will continue to generate Invoices
- 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
- Can be unarchived for later use
- Counts towards your Client limit on all plans
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
- Click on the Bulk Actions button
- Select Archive
- View your unarchived content by clicking the View Archived [Section] button (e.g., View Archived Projects).
Archived Content
See 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, click on the View Archived [Section] button (e.g., View Archived Invoices)
- Check off the box(es) next to any archived content
- Click on the Bulk Actions button
- 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 Team Members' time entries will remain associated to to them, and you can still bill for their entries later
- 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
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
- Click on the Bulk Actions button
- Select Delete
- View your deleted content by clicking the deleted link at the bottom of any list.
Deleted Content
See 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, click on the deleted link
- Check off the box(es) next to any deleted content
- Click on the Bulk Actions button
- Select Undelete to restore it back to the main list.