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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
  • Keeps their money where it was — unpaid invoices stay on your Money page and in your follow-up lists, their balance doesn’t change, and the links you sent them keep working, so they can still view and pay
Archiving keeps the full history on record, including any outstanding balance — nothing is permanently deleted. If a customer comes back, you can restore them yourself with Unarchive — see Bring a customer back.
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 isn’t a write-off. Whatever they owe stays owed — their unpaid invoices keep showing on Money as Unpaid or Overdue until they’re paid. If you’ve decided not to chase an invoice, archive the invoice itself instead (see below).
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 button and the + that books a new job beside the Services heading are removed, and you can’t change their properties, services, or appointments. Their billing history and invoices are the exception: they stay fully viewable and usable, so you can keep settling the account after archiving.

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Settling an archived customer’s balance

Archiving doesn’t close the books. An archived customer’s invoices work just like an active customer’s, so you can still chase and settle what they owe:
  • Record a payment when the money finally comes in — cash, check, or a Venmo, Cash App or PayPal transfer that landed after you archived them. Use Record payment on the invoice or on the Money page — see Recording payments
  • Add a charge or a credit on their invoice for something you missed or want to take off — see Invoices
  • Archive the invoice if you’ve decided not to pursue it: open the invoice, tap ⋯ More → Archive invoice, and pick a reason such as Customer won’t pay or Not worth chasing. That takes it off Money and your follow-up lists. The invoice stays open, and the customer can still pay it
Wherever one of their invoices appears — the invoice itself, the Invoices list, and their billing history — it carries an Archived customer tag beside their name, so you know at a glance. The tag is only for you; the customer’s own copy of the invoice never shows it, and it comes off when you bring the customer back. An invoice wearing the Archived customer tag The Archived customer tag on the Invoices list To get to their billing history, open the archived customer from the Archived filter and tap the balance row in the top card. Their balance updates as you go, exactly like an active customer’s — see Customer balances.
Because the balance keeps recalculating after archiving, the figure you see is always current. If the customer ever comes back and you bring them back, their account picks up with the right number rather than a stale one from the day you archived.

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Bring a customer back

Archiving isn’t permanent. If a customer you’d written off calls again, you can restore them yourself — nothing needs to go through support.
1

Find them under the Archived filter

Open the Customers list, set the status filter to Archived, and tap the customer.
2

Tap Unarchive

On an archived customer’s page the usual Edit button is replaced by a single Unarchive button at the top. That’s the only action an archived profile offers, so it’s hard to miss.The Unarchive button at the top of an archived customer's page
3

They're back

ProBase confirms with “Customer unarchived.” and reloads the page as a normal customer profile — the Archived badge gives way to their live status, Edit returns, and the + for booking new work is back beside the Services heading.The customer's page after unarchiving
Unarchiving restores the properties, services, and appointments that were archived along with the customer, so their history comes back intact. Their Lead or Active status is worked out again from scratch — see Understanding customer status.
Unarchiving is available to the same people who can archive in the first place. If you don’t see the Unarchive button, your role doesn’t include it — ask an admin or the business owner.
Marketplace customers can’t be archived or unarchived in ProBase — their lifecycle belongs to the marketplace.

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Next steps