I can't delete a customer
Customers can’t be deleted in AysOps. They carry your billing history (estimates, invoices, payments), which has to stay complete for your records and for tax.
What you can do instead: archive
Section titled “What you can do instead: archive”Archive hides a customer you no longer work with. Open the customer and click Archive at the top right, then Archive again to confirm. They disappear from the Customers list, its search, and the lists you pick a customer from when you start something new. Everything already recorded for them is kept, and you can bring them back with Restore at any time. See Archive a customer.
- A duplicate customer: archive the one you don’t want and keep working on the right one. To tell them apart first, edit its name (for example add “(duplicate)”). See Edit a customer.
- No Archive button? You need permission to manage customers. Ask your account owner or administrator.
A person asks to be erased (privacy request)
Section titled “A person asks to be erased (privacy request)”Under Canadian privacy law a person can ask what you hold about them, or ask to be removed. Your financial records must still be kept (the CRA requires six years), so the answer is to remove their personal details, not the records. There’s no button for this in AysOps: report the request with Help & feedback (see Get help), and include the person’s email address or phone number.
What happens next:
- We send you a copy first. AysOps support prepares a file of everything your company holds about that person (their customer record, contacts, notes, files list, appointments, bookings, estimates, invoices, to-dos and history), so you can give it to them if they asked for it.
- Some things must be finished before they can be erased. If the person still has an active recurring charge, a saved card, an unpaid invoice that was sent, or an appointment or class coming up, we’ll tell you which, so you can close it first.
- Then their personal details are removed. The customer stays in your list as “Erased customer” followed by a short reference. Their name, email, phone, addresses, contacts, notes and files are removed (including files sent with their estimates, work orders and invoices, and to-dos that mention them), as are bookings they made with the same email, and any estimate drafts made from a conversation with them (a meeting transcript, an email or pasted text). Amounts, dates, taxes and document numbers stay, so your books still add up. Your company’s history shows one line saying a customer’s personal data was erased at their request.
What can’t be erased from AysOps: emails and PDFs already sent, copies in QuickBooks or Stripe, invites already in other people’s calendars, anything you downloaded, and our backups until they expire. Let the person know about those.