Review before you delete
Usually safe to remove
- Test records created while onboarding your team.
- Duplicate entries created during an import.
- Accounts that requested removal under data privacy laws.
- Customers with no active jobs, invoices, or balances outstanding.
Double-check first
- Live jobs, quotes, or follow-up visits scheduled in the future.
- Outstanding invoices or recent payments needed for bookkeeping.
- Warranty obligations or callback promises still in effect.
- Long-term service history that your reports rely on.
Choose the right deletion mode
Soft delete (recommended)
Hide the customer immediately but keep data recoverable for 30 days.
- Customer disappears from quick-pick dropdowns and searches.
- Jobs, invoices, and payments remain visible to preserve history.
- Recover anytime within 30 days from Settings → Trash.
- Automatic email alert sent to account admins so nothing is missed.
Permanent delete
Permanently delete the record. Use only for GDPR or mistaken imports.
- Contact details, notes, and tags are removed forever.
- Associated jobs and invoices lose the customer link but stay in reports.
- Cannot be undone—Toolfy prompts you to confirm the customer name.
- Audit log keeps a reference so you know who performed the action and when.
Delete from the customer list
- Customers → Find the customer using search or filters.
- Open the action menu (⋯) on the right-hand side.
- Choose Delete customer.
- Pick Soft delete or Permanent delete and type the customer name to confirm.
- Submit. Toolfy shows a success banner and logs the deletion in activity history.
Delete from a customer profile
- Open the customer profile from the Customers list or directly from a job/invoice.
- Click Actions → Delete customer (top right).
- Review active work highlighted in the sidebar before continuing.
- Select the deletion mode and confirm with the customer name.
- If you chose soft delete, you can restore within 30 days from Settings → Trash.
Stay compliant after deletion
- Exports: run a customer export before deleting large batches so finance retains a snapshot.
- Privacy requests: note the request in activity history and store the confirmation email externally.
- Reporting: deleted customers disappear from marketing segments but stay in revenue reports for compliance.