Managing Client Status
Learn how to suspend, archive, and manage your clients throughout their lifecycle.
Overview
ClientSynq gives you flexible options to manage clients who are no longer active, need temporary restrictions, or should be permanently removed from your portal.
Client Status Options
Active
Your standard operating status. Active clients can:
- Access their portal
- View invoices
- Make payments
- Upload files
Suspended
Temporary restriction for clients with issues.
When to use:
- Payment disputes
- Billing issues
- Terms of service violations
- Temporary account holds
What happens:
- Portal access immediately blocked
- All data preserved
- Remains in your client list
- Can be reactivated anytime
How to suspend:
- Go to your Dashboard
- Find the client in your client list
- Click "Suspend"
- Confirm the action
Archived
Long-term storage for inactive clients.
When to use:
- Completed projects
- Clients no longer working with you
- Seasonal clients (off-season)
- Keeping records without clutter
What happens:
- Portal access blocked
- Hidden from main client list (toggle to view)
- All data preserved
- Can be restored anytime
- Remains in QuickBooks
How to archive:
- Go to your Dashboard
- Find the client in your client list
- Click "Archive"
- Confirm the action
To view archived clients:
- Check the "Show Archived" box at the top of your client list
Deleted (Permanent)
⚠️ Permanent removal - cannot be undone!
When to use:
- Legal requirement to remove data
- Client explicitly requests data deletion
- Test clients you want to fully remove
- Duplicate records
What happens:
- ❌ Portal access removed
- ❌ All invoices deleted from ClientSynq
- ❌ All payments deleted from ClientSynq
- ❌ All file shares deleted
- ❌ All invitations deleted
- ✅ Client remains in QuickBooks (we never delete from QBO)
- ✅ Can be re-synced from QuickBooks later
Requirements:
- Only organization owners can delete clients
- Must archive the client first
- Must type "DELETE" to confirm
How to delete:
- Archive the client first
- Check "Show Archived" to view archived clients
- Find the client and click "Delete" (red button)
- Review the warning and deletion stats
- Type "DELETE" exactly
- Confirm deletion
Client Lifecycle Flow
Active Client
↓
Suspend (temporary) → Reactivate → Active
↓
Archive (long-term) → Restore → Active
↓
Delete (permanent) → Re-sync from QBO → Fresh Active Client
Permission Requirements
| Action | Who Can Do It |
|---|---|
| Suspend | Admin or Owner |
| Reactivate | Admin or Owner |
| Archive | Admin or Owner |
| Restore | Admin or Owner |
| Delete (Permanent) | Owner Only |
Best Practices
Use Suspend For:
✅ Temporary payment issues
✅ Account disputes
✅ Short-term holds
Use Archive For:
✅ Completed projects
✅ Inactive clients (keeping records)
✅ Seasonal businesses (off-season)
✅ Reducing clutter while preserving data
Use Delete For:
⚠️ GDPR/legal data removal requests
⚠️ Test accounts only
⚠️ When explicitly required
💡 Tip: Archive instead of deleting whenever possible. It's fully reversible and keeps your records intact.
What About QuickBooks?
Important: ClientSynq never modifies or deletes data in QuickBooks Online.
- Suspending, archiving, or deleting a client in ClientSynq only affects the portal
- Your QuickBooks customers, invoices, and payments remain untouched
- If you delete a client and run a QBO sync, they'll reappear in your client list
- You can re-invite them to the portal at any time
Frequently Asked Questions
Q: Can I undo a deletion?
A: No. Deletion is permanent. However, the client remains in QuickBooks and will reappear after the next sync. You can then re-invite them.
Q: What happens to unpaid invoices when I suspend a client?
A: Invoices remain in QuickBooks and in ClientSynq. The client just can't access the portal until reactivated.
Q: Can archived clients still see their portal?
A: No. Archived clients cannot access the portal, just like suspended clients.
Q: How do I restore an archived client?
A: Check "Show Archived" in your client list, find the client, and click "Restore".
Q: Can team members (admins) delete clients?
A: No. Only the organization owner can permanently delete clients. This prevents accidental data loss.
Q: If I delete a client, do they get deleted from QuickBooks?
A: No. We never modify QuickBooks data. The client remains in QBO and will re-sync during the next import.
Need More Help?
If you need assistance with client management:
Basic Plan: Email us at support@clientsynq.com
Pro Plan: Priority email support (24-hour response)
Enterprise Plan: Direct phone support with your account manager
Last updated: October 27, 2024