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How to Archive an Invoice or Recurring Billing

Updated

Financial records in Kicksite can’t be deleted. That’s deliberate — deleting them would break your books and your reports. Archiving is the tidying tool instead: it takes a finished record off the person’s profile and out of your working lists, while keeping it intact and findable.

Archived invoices and billings still appear in reports and exports. Archiving changes where you see them, not whether they exist.

Archiving an invoice

An invoice must be Closed first, which means paid in full — either by payment, by a credit, or by both.

  1. Open the invoice’s details page.
  2. Click the kebab (three vertical dots) in the upper right and select Archive.
  3. Read the confirmation, then click Archive.

It moves to the Archived tab under Invoices in Finances, and disappears from the attached person’s or family’s profile.

Archiving a recurring billing

A recurring billing must be Inactive first. Inactivating stops it generating new invoices and switches off autopay.

  1. Open the recurring billing’s details page.
  2. Click the blue Archive icon (a file box) in the upper right.
  3. Read the confirmation, then click Archive.

It moves to the Archived tab under Recurring Billings.

Archiving in bulk, automatically

If you’d rather not do this by hand, Finances Settings can archive completed and inactive recurring billings for you after a number of months you choose. Look for Automatically Archive Completed Recurring Billings and Automatically Archive Inactive Recurring Billings in Finances Settings under Recurring Billing Details. The moon icon on those settings means the work happens overnight.

Troubleshooting

The Archive option is missing on an invoice. It isn’t Closed. Check for a remaining balance — a partial payment leaves it Open.

The Archive icon is missing on a recurring billing. It’s still Active. Change its status to Inactive first, using the status bubble beside its title.

I archived something I still need on the profile. Restore it from the Archived tab and it reappears where it was.

Limitations

  • Archiving is a filing action, not a deletion. Nothing is removed from your financial records or reports.
  • An invoice must be Closed; a recurring billing must be Inactive.
  • Archived records no longer appear on the person’s or family’s profile, which is usually the point but occasionally a surprise.
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