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Archiving Invoices

Archiving helps keep EPASS running smoothly by safely storing older invoices and estimates that are no longer needed for daily work. By archiving completed items based on date and job status, you reduce clutter and improve system performance while still keeping records available if you need them later. This tool is especially useful after month-end processing to keep your invoicing data organized.

warning

Only run when everyone is out of EPASS and, when archiving invoices, depending on the date selected, be sure all month-end procedures have been run. If you have not run archiving ever or it’s been a while, please select a shorter date range and run several times as the process does take time to run and handles smaller batches better.

Steps​

  1. Go to Invoicing > Utilities > Archiving.

    Archiving Image

  2. Select from the following options:

    Archive InvoicesSelect this option to archive all Finished invoices that have a finish date on or before the date selected in the Invoice Finish Date dropdown.
    Archive EstimatesSelect this option to archive estimates that have a finish date on or before the date selected in the Invoice Finish Date dropdown.
    Invoice Job StatusYou can select a specific Job Status to be archived. If you want to run archiving for more than one Job Status, you will need to run this once for each status selected.

  3. Click OK.

Examples of Archiving​

Select Archive Invoices – Invoice Finish Date 2019-01-01 – Invoice Job Status CANCEL. This will archive all finished invoices up to and including Jan 1, 2019 where the job status on the invoice is CANCEL.

Select Archive Estimates – Invoice Finish Date 2020-12-31 – Invoice Job Status QC-Quote Closed. This will archive all estimates where the finish date is up to and including Dec 31, 2020 and the job status on the estimate invoice is QC.

Note

The overall status of the invoice type will be ‘open’ as estimates are not ‘finished’.

Viewing Archived Invoices​

You can view and print archived invoices, but no changes can be made to them. Archived invoices are kept separate from 'live' invoices, and won't appear in Invoicing Maintenance search results.

Follow these steps to search for and view archived invoices.

Steps​

  1. Go to Invoicing > Archives.

  2. In the Invoicing Archives window, enter your Search Options, and then click Search. The results are listed below the Search Options area.

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Updated May 20, 2026