Hi,

We have a number of clients that we aren't Billing anymore and are wanting to archive their billings details, so that they are not cluttering up our system of existing clients, but so that we can retain the information in the event that we do work for them in the future. We have thought of 2 options but not sure how to execute either one and I hope you can answer my queries. The options are listed in order of preference:

1. Is there a function, which we haven't been able to find, that allows us to create a folder in Billings where we can store 'Old' clients?

Or

2. We have found that we can export the client's information into a text file, but if we were to delete the client's details from Billings can we export it back to Billings at a future date?

I do hope someone can help so we can clean up our system.

Kind regards
Sally

Hi howdy.

Currently there is no easy and reliable way of removing information and then bring it back in. You can not import from a text file, only from a .bex file which is a Billings format. When you import this type of file into Billings the client, project, and working slips are retrieved. The balance and account status information is not held within this format.

Exporting to text is currently only if you want to use this information in maybe excel or some other program.

Thank you Oscar. I think we will use the text and bex files.

Kind regards
Sally

I have a similar request, except that I would like to archive completed/paid projects of current clients. Billings keeps all the projects visible even though it has been completed and paid for. Therefore, I have to scroll through a bunch of projects when I only have a dozen that are active. Will this be fixed in the next update? ~Ellie

Hi Ellie

If you mark your projects as completed (in the project window, or using the Project > State menu), your problem is already solved. The View menu has an option to Hide Completed Projects.

Cheers,

Cool, that works!

Hi,

with regards to my original query above, is there any way Billings can add folders to the client section, so Inactive clients can be stored away from the Active clients?

It's becoming a clunky system for us, especially when printing reports - we use the detailed and flat activity report, which gives drop down option that lists all clients - can become a bit of a nightmare for us having to work out who is active and who isn't - hope this makes sense.

So if there could be a way of archiving Inactive clients in a folder that also removes them from the report lists that would be great. We don't want to delete the Inactive clients as they generally become active again.

Thanks
Sally

Even a foldering system for clients, so I could stuff all my once-per-year- clients into a folder so I don't have them cluttering my main view all the time would be handy.

I agree -- this is much needed. I have a LOT of one-time clients from years ago cluttering up my relatively short list of regular clients. A simple folder in the Clients list for old (or out of business) clients would be great.

Yes! Yes! Yes! I posted a similar comment in Grouping Clients. Several views, but no one replied. However, everyone is thinking the same thing -- we need a way to "group" clients that are one time clients, or once a year clients so they don't bog down our regular, monthly clients.

Billings, this would be a great addition for the next update!