The File Archive is where all documents are stored and managed.

You can access it via:

My Business → File Archive

This is your central document history, including:

• Quotes
• Invoices
• Letters
• Cancelled documents
• Trashed documents

📊 Understanding Document Statuses

Each document displays a status badge to indicate its lifecycle stage.

Quotes & Letters

• Draft – Newly created and not yet sent
• Sent – Issued to a customer
• Converted – A quote that has been converted into an invoice

Invoices

• Pending – Newly created invoice (not yet issued)
• Unpaid – Issued but not yet paid
• Unpaid (Reminded) – A reminder has been sent
  • The status icon changes from a clock to an alert bell
  • Hovering reveals reminder information
• Paid – Marked as paid (automatically locked)

System States

• Cancelled – Cancelled documents remain visible for record integrity
• Trashed – Moved to Trash, awaiting recovery or permanent deletion

🔎 Filtering & Searching

The File Archive includes powerful filtering tools:

• Search by keyword
• Filter by document type (Quotes, Invoices, Letters)
• Filter by client
• Filter by month and year
• Sort by date (ascending or descending)

At the bottom, you’ll see a Filter Summary, showing counts for:

• Paid invoices
• Unpaid invoices
• Quotes
• Letters
• Cancelled documents

This gives you a quick snapshot of your document health.

➕ Creating New Documents

Click:

+ Create New

You can immediately choose to create:

• A new Quote
• A new Invoice
• A new Letter

🧾 Actions Available Per Document

Depending on document type and status, you may see:

• View
• View/Edit
• Send
• Mark as Paid (Invoices only)
• Convert to Invoice (Quotes only)
• Reinstate (Cancelled documents)
• Delete

Some actions may be restricted depending on:

• Document lock state
• Your RBAC permissions

🗑️ Cancelled vs Trashed – Important Difference

These are not the same.

Cancelled

• Document still exists in your archive
• Maintains full audit trail
• Cannot be edited

Trashed

• Moved to Trash
• Can be recovered
• May be permanently deleted (depending on permissions)

🗑️ Deleted Documents (Trash)

Access via:

My Business → File Archive → Trash

Trashed documents:

• Show original ID
• Show deletion date
• Can be recovered
• Can be permanently deleted

Permanent deletion may be restricted via RBAC for safety.

🔐 Locked Document Indicators

You may see a lock icon next to certain documents.

This indicates:

• The document is locked (manually or automatically)
• Editing is restricted
• Permanent deletion may be restricted

See: Locked Documents Explained for full details.

💡 Best Practice

For most businesses:

✔ Use Cancelled instead of Delete when possible
✔ Restrict permanent deletion to Plugin Super Administrators
✔ Avoid editing sent or paid documents
✔ Use filters regularly to monitor unpaid invoices

The File Archive is designed to give you:

• Clear visibility
• Strong audit protection
• Controlled document lifecycle management