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What archiving does

Archiving is the way to clean up your customer list when you stop working with someone — a customer who moved away, cancelled for good, or was added by mistake. Archiving is not deleting: nothing is permanently removed. When you archive a customer, Probase:
  • Removes them from your active customer list, so your list only shows people you’re currently working with
  • Unschedules their upcoming visits and takes them off the calendar and route optimizer
  • Stops generating new recurring appointments for their services
  • Keeps every record — jobs, invoices, payments, quotes, and notes stay intact and viewable
Archiving keeps the full history on record, including any outstanding balance — nothing is permanently deleted. There isn’t yet an in-app way to un-archive a customer, so archive someone only when you’re confident you’ve stopped working with them. If you need a customer restored, contact support.
The Archive customer action and the Archived status filter are rolling out gradually. If you don’t see them on your account yet, they’ll appear soon.

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Archive a customer

1

Open the customer's Edit screen

Open the customer’s profile from Customers in the sidebar, then click the Edit button in the top-right corner.
2

Click 'Archive customer'

Scroll to the bottom of the Edit panel. Below the Save and Cancel buttons you’ll find the Archive customer action.
3

Review the confirmation

A confirmation dialog summarizes what archiving will do, including how many upcoming visits will be unscheduled. If the customer still owes you money, a warning shows their outstanding balance so you don’t lose track of the receivable.Archive customer confirmation dialogWhen a customer has upcoming visits and an outstanding balance, both are called out together:Archive confirmation showing upcoming visits and an outstanding balance warning
4

Confirm

Click Archive customer to confirm. You’ll be returned to the customer list, where the archived customer no longer appears among your active customers.
Archiving a customer with an outstanding balance keeps that balance on record, but the customer drops off your active list — so be sure to collect or settle what’s owed before (or after) archiving so it doesn’t get forgotten.
If you (or a teammate) happen to have one of the customer’s job pages open when they’re archived, Probase won’t leave you stranded on a job that no longer exists. The next time that page updates, it shows a “That job is no longer available” notice and returns you to your schedule.Returned to the schedule after the job's customer was archived

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Viewing archived customers

Archived customers are hidden from your customer list by default. To see them, open the All Statuses filter at the top of the Customers list and select the Archived option. Archived customers then appear in the list, marked with an Archived badge in place of their usual status. Because the status filter lets you pick more than one option, you can select Archived on its own to see only archived customers, or combine it with active statuses (like Active or Lead) to show archived customers alongside your current ones. Customer list filtered to show an archived customer You can open an archived customer’s profile to review their history at any time. The profile is read-only — the Edit and Schedule buttons are removed, and you can’t change their properties, services, or appointments. Their billing history stays fully viewable.

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Next steps