Archiving
A client you no longer work with — they retired, switched firms, or the business closed — shouldn’t clog up your active client list. Assure Pro archives instead of deleting, because tax history is forever.
Archive vs delete at a glance
| Archive | Delete | |
|---|---|---|
| What it does | Sets the client to Inactive and hides them from default views | Permanently removes the client record and all attached data |
| Reversible | Yes — set the status back to Active | No |
| What’s preserved | Everything: contacts, engagements, documents, conversations, invoices, time entries, notes, activity | Nothing |
| Where to find archived clients | Clients page → Filter → uncheck Active or check Inactive | Gone |
| In reports | Excluded from active-only reports | Excluded everywhere |
| Audit trail | The archive event is logged in activity | The deletion is logged in activity, but the client itself is gone |
| Who can do it | Anyone with the Delete clients permission | Only through Assure Pro support |
Use archive for almost every case. The only reason to delete is if you created a client by mistake and want them gone with no trace — and even then, archive is usually safer.
How to archive one client
From the client detail page:
- Click the More menu (three-dot icon, top-right of the header).
- Pick Archive client.
- Confirm in the dialog.
The client’s status becomes Inactive. The detail page still opens if you go back to it, but the client disappears from the Clients list and from Cmd+K search by default.
How to archive many clients
See Bulk actions → Delete. The button says “Delete” but the action is archive.
How to find archived clients
By default, the Clients list shows only Active clients. To see archived:
- On the Clients page, click Filter.
- Under Status, check Inactive (and uncheck Active if you only want archived).
- Click Apply.
You can also save this combination as a saved view — for example, “Archived clients” in the sidebar. See Search and Cmd+K → Bookmarking searches.
How to restore an archived client
From the archived client’s detail page:
- The header shows a banner: “This client is archived. Active engagements are paused.”
- Click Restore client in the banner — or open the More menu and pick Restore client.
- Confirm.
The client’s status returns to Active. Everything that was paused resumes — recurring invoices, AI reminders, and intake reminders.
What happens to attached records
| Record | What happens when archived |
|---|---|
| Contacts | Stay attached. Portal access is revoked — they can’t sign in until the client is restored. |
| Engagements | Active engagements pause. They don’t move on the pipeline, and the cards appear archived. |
| Documents | Preserved. Still downloadable from the detail page. |
| Conversations | Preserved. Incoming messages still post (so you don’t lose context), but AI drafts stop generating. |
| Invoices | Outstanding invoices remain outstanding — archiving doesn’t write off debt. |
| Time entries | Preserved. Billable hours still count in reports up to the archive date. |
| Notes | Preserved. |
| Recurring invoices | Paused. No new invoices generate while archived. |
| AI reminders | Paused. No new reminder drafts. |
| Activity log | The archive itself is logged. |
Where archived clients show up
| Surface | Behavior on an archived client |
|---|---|
| Clients list | Hidden unless you filter to include Inactive. |
| Cmd+K search | Hidden unless you toggle Include archived in the palette settings. |
| Detail page | Loads — with the archived banner at the top. |
| Pipeline | Cards are hidden by default; toggle Show archived on the pipeline to see them. |
| Reports | Excluded from active-only reports; included in historical reports (Q1 last year revenue, for example). |
| Engagements list | Engagements appear when filtered to All, hidden under Active only. |
Why archive instead of delete
Tax records need to stay accessible for years — IRS and state audits look back 3, 6, sometimes 7 years. Archiving keeps the history searchable without cluttering day-to-day work. If a former client comes back, or the IRS asks about a prior return, the full data is still there.
If you absolutely need to delete a client — for example, you accidentally created two records for the same client and want to merge them — contact Assure Pro support. There’s no self-service permanent delete because the consequences are too easy to miss.
Common patterns
”Closed for the season”
For clients you only work with seasonally, archiving and restoring is the wrong tool — the work is paused intentionally, not abandoned. Use a tag like Q1-only instead, and use saved views to filter active work.
”Retired client”
A client who retired and won’t have another return — archive them. The history stays accessible for any retroactive amendments or audits.
”Closed business”
The business entity dissolved or merged. Archive the client. If you still serve the owner as an individual, they stay active as their own client, and the relationship link to the archived business is preserved.
”Wrong client”
You created a client by mistake. Archive — and add a note explaining why. If you really must hard-delete, contact support.
Next
- Bulk actions — archiving in bulk.
- The client detail page — where the Archive action lives.
- Relationships — how an archived client appears on related clients’ records.