Quick Answers
Which items can be archived? Customers, Vehicles, Parts (with zero stock).
Can I archive or delete Estimates (Quotes)? ❌ No.
Can I delete Jobs or Invoices? ❌ No.
Can I delete a payment? ✅ Yes, if entered incorrectly (see How to enter a customer’s payment).
Can I archive Staff? ❌ No. Use Inactive instead.
Overview
In Auxo Workshop, deletion is restricted to protect data integrity and maintain audit trails. Instead, some records can be archived to remove them from day-to-day use without breaking historical links.
Only these items can be archived: Customers, Vehicles, Parts You cannot archive or delete: Estimates (Quotes), Jobs, Invoices, Staff
Why most items can’t be deleted
Auxo Workshop is a relational system. Records like Customers, Vehicles, Invoices, and Jobs are linked to each other and to financial and audit data. Deleting these would break those links and compromise reporting.
Note: Staff records cannot be deleted or archived, but you can make a staff member Inactive to prevent login.
What you can delete
Payments from Jobs and Invoices: You can delete a payment if it was entered incorrectly.
See How to enter a customer’s payment for details.Field values (before invoicing): For example, you can remove a part from a job if the job hasn’t been invoiced yet.
What you can archive (and what you cannot)
Archiving is only available for:
Customers
Vehicles
Parts (with zero stock on hand)
For duplicates and superseded items you can use Merge and for Parts with no prior transactions you can access a "Delete Permanently" option, read more here: Merge & Delete Parts
Cannot be archived or deleted:
Estimates (Quotes)
Jobs
Invoices
Staff (use Inactive instead)
How to archive
Open the relevant list (e.g., Customer List or Vehicle List).
Tick the checkbox next to one or more items.
Click Archive at the top of the list.
⚠️Important Points on Archiving
Customers: You cannot archive a customer with Active Jobs or Unpaid Invoices. Complete or cancel jobs and pay or credit invoices first.
Parts: A part can be archived only when Stock on Hand = 0. Adjust stock to zero before archiving.
Templates: Archiving a Part does not remove it from existing Job Templates (Fixed Services, Smart Templates).
Fixed Services: Update templates manually.
Smart Templates: Remove archived parts when editing jobs to keep suggestions accurate.
How to un-archive (reinstate)
Use the Status filter and select Archived to find archived items.
Select the item and click Restore.
💡Tip: If a customer doesn’t appear when adding to a job or split invoice, check if they’re archived. Archived customers can’t be added.
Xero Integration Archiving Inconsistencies
Due to Xero API limitations, archive behaviour differs slightly:
Archiving a Customer in Xero will archive them in Auxo. (Xero allows archiving even if unpaid invoices exist.)
Archiving a Customer in Auxo will archive them in Xero.
Restoring in Auxo does not restore in Xero.
Restoring in Xero will restore in Auxo.
Quick reference: What’s possible?
Item type | Delete? | Archive? | Notes |
Customers | No | Yes | No active jobs or unpaid invoices. |
Vehicles | No | Yes | Standard archive rules apply. |
Parts | Yes* | Yes | You can only delete parts that have been in no prior transactions. To Archive stock on hand must be zero. For duplicate or superseded parts use Merge |
Estimates (Quotes) | No | No | Cannot be deleted or archived. |
Jobs | No | No | Linked to invoices/timesheets. |
Invoices | No | No | Financial records retained. |
Payments | Yes | N/A | Can delete if entered incorrectly. |
Staff | No | No | Use Inactive instead. |