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Retire a catalog item without breaking past jobs
By the end of this article you will know how to take something out of your catalog without touching the jobs, quotes, invoices and reports it already appears on — and when deleting is the right call instead.
The rule is the same for every kind of catalog item: retire what you no longer offer; delete only what should never have existed. Retiring is reversible and keeps every record. Deleting is for mistakes, and the app refuses it when a record still depends on the item.
Retire a service, a product, gear or a vehicle
- Open the item from its list under Catalog.
- Switch off Active service, Active item, Active gear or Active vehicle — the switch is on the edit form only, at the bottom.
- Save.
The item is now inactive:
- It disappears from its list until you switch on Show inactive, where it carries an Inactive chip. Its delete icon greys out — there is nothing left to retire.
- A service leaves the service picker on the web, on the technician’s phone and on your online booking page. A product leaves the invoice line picker; gear leaves the requirement picker on services; a vehicle leaves the Vehicle you’re driving list on the phone.
- Every job, quote, invoice, payroll line and route that used it is exactly as it was. Nothing is hidden from you.
To bring it back, switch Active on again and save.
Delete
Delete is the trash icon on the list, followed by a confirmation that says what happens for that kind of item:
- A service is removed from the catalog and can no longer be booked. The app refuses to delete a service that a job still to be done uses, and says how many; complete or cancel those jobs, or retire the service instead. Finished jobs keep their lines.
- A product or gear is removed from the catalog and from inventory.
- A vehicle is removed from the fleet and from the mileage and fuel reports. A vehicle that has driven routes cannot be deleted — the app refuses and points you at retiring it, so those trips keep their vehicle. On the report, a deleted vehicle’s routes read Removed vehicle.
Packages, categories and tags
- Packages are retired with Archive package on the row and brought back with Restore package; Show archived lists them. Editing a package that a job or subscription already uses archives the old version by itself. Deleting a package leaves existing subscriptions running. See Build a package from services.
- Categories are retired with Deactivate and brought back with Activate under Show inactive; items already filed under one keep it. Categories are never deleted.
- Tags are deleted, not retired: the tag is removed from every item that carried it, and the confirmation says it cannot be undone.
Good to know
- The web is where this happens. The phone shows only active items and cannot retire or delete anything.
- A retired service on an old quote is still on the quote; converting that quote into a job keeps the line as written.
- Duplicates: retire the copy you will stop using and mention the other in its Description — there is no merge.