Archiving and Deleting Clients

When client relationships end or you no longer need certain client records in your active workspace, you have two options: archive or delete. Understanding the difference helps you maintain a clean workspace while preserving important records when needed.

Archive vs. Delete: Which Should You Use?

Archive: The Safe Option

Archiving removes clients from your main workspace but keeps all their data for future reference.

When to archive:

The project or contract is complete
You’re no longer actively working with the client but might again in the future
You want to clean up your workspace without losing history
You need to preserve records for accounting or legal purposes

What happens when you archive:

The client disappears from your main client list
All associated data (projects, invoices, proposals) is preserved
You can restore the client anytime
Archived clients don’t appear in dropdown menus or searches

Delete: The Permanent Option

Deleting permanently removes the client and all associated data from your workspace.

When to delete:

You created a duplicate client by mistake
The client was created for testing purposes
You’re absolutely certain you’ll never need the client data again
You have no projects, invoices, or proposals tied to the client

What happens when you delete:

The client is permanently removed
This action cannot be undone
All associated data may be affected (depending on what’s linked)

⚠️ Important: If the client has related records (invoices, projects, etc.), deletion may not be possible. Archive instead.

How to Archive a Client

From the client list:

Find the client in your list
Click the actions menu (three dots) next to the client
Select Archive
Confirm the action

The system will ask you to confirm. Once confirmed, the client moves to your archive.

How to Delete a Client

Warning: Deletion is permanent and cannot be undone.

From the client list:

Find the client in your list
Click the actions menu (three dots)
Select Delete
Confirm the action

What Affects Your Ability to Delete

You may not be able to delete a client if:

They have invoices (paid or unpaid)
They have active projects
They have proposals or agreements
They have recurring invoices set up
They have tasks assigned

In these cases, archiving is your only option.

Restoring Archived Clients

Currently, you’ll need to contact support to restore an archived client. This ensures archived clients aren’t accidentally restored.

To request a restore:

Note the client’s name and any identifying information
Contact Nizam support
Explain why you need the client restored

Best Practices

✅ Default to archiving: When in doubt, archive instead of delete. You can always permanently delete later if needed.

✅ Clean up before deleting: If you’re certain you want to delete, ensure there are no related records that you need.

✅ Document why you’re archiving: Add a final note before archiving explaining why the relationship ended or when it was completed.

✅ Review before action: Double-check you’ve selected the correct client before archiving or deleting.

Common Questions

Can I see a list of archived clients?
Currently, archived clients are hidden from your workspace. Contact support if you need to see your archived clients.

What happens to invoices when I archive a client?
All invoices remain intact and accessible. The client is simply hidden from your active workspace.

If I delete a client by accident, can I get them back?
No. Deletion is permanent. This is why we recommend archiving instead of deleting in most cases.

Do archived clients count toward my client limit?
This depends on your pricing plan. Check your plan details or contact support for clarification.

Can I archive multiple clients at once?
Currently, clients must be archived individually. This protects you from accidentally archiving multiple clients.

When Deletion Fails

If you try to delete a client and see an error message, it means the client has related records. Your options:

Archive instead: This is usually the best solution
Remove dependencies first: Delete or reassign all related projects, invoices, and proposals (not recommended as it may affect your records)
Keep the client: Sometimes it’s better to keep the record for history

Alternative: Hide Without Archiving

If you want to reduce clutter but aren’t ready to archive, use filters to hide certain clients:

Filter by pipeline stage to hide completed clients
Use search to focus on active clients only
Mark completed clients with a specific pipeline stage like “Completed” or “Inactive”