Archive or delete a customer

Most of the time, archive a customer rather than delete them. Archiving hides the customer but keeps all their history. Deleting is permanent and removes their jobs and invoices too.

Archive a customer

1. Go to Customers and open the customer.
2. Select More → Archive.

An archived customer:

• is hidden from the customer list (unless you set the Status filter to Archived),
• no longer appears when you pick a customer for a new job, quote or invoice,
• can't sign in to the customer portal, and is signed out of it.

All their jobs, invoices, payments, properties and notes are kept.

To bring a customer back, open them (filter the list by Archived to find them) and select More → Unarchive. They become Active again.

Delete a customer

Only owners and admins can delete customers.

1. Go to Customers and open the customer.
2. Select More → Delete.

When you can't delete a customer

ServFlo won't delete a customer who:

• is linked to a property, now or in the past, or
• owns equipment themselves.

This protects the property's equipment and service history. You'll see a message saying the customer has properties or equipment. Archive the customer instead.

In practice, this means you can usually only delete a customer you added by mistake, before any property was set up for them.

Duplicate customers

ServFlo doesn't have a tool to merge two customer records. If a customer was added twice:

1. Decide which record to keep — usually the one with the jobs, invoices and properties.
2. Copy anything you need from the other record, such as an extra phone number as a contact or a note.
3. Archive the duplicate, or delete it if it has no property history.

To avoid duplicates, search the Customers list by name, phone, email or address before you add someone new.