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How Do I Retire or Reactivate an Account in the Chart of Accounts?

Use the Actions dropdown next to any account row in Financials > Chart of Accounts to Retire an account you no longer use, or to Reactivate a retired one. Both Owners and Org Admins can do this.

Retiring an Account

There is no Delete option for a Chart of Accounts entry. Retiring is the platform's way of removing an account from active use — for example from the account picker when making a new GL entry or invoice — without deleting its number or erasing any historical transactions already posted to it.

  1. Go to Financials > Chart of Accounts and find the account.
  2. Click Actions on that row, then Retire.

    A Chart of Accounts row's Actions menu with Retire highlighted

What happens next depends on whether the account is still in use:

  • If the account is referenced by an active charge schedule or a pending refund, retiring is blocked outright. You'll see a clear error naming the blocker(s) (e.g. which charge schedule or refund is using it), and the account stays active — nothing changes until that reference is removed or resolved.
  • If the account isn't referenced by anything active, retiring succeeds immediately: the account disappears from pickers right away, but its historical activity remains visible in reports and account history — it is never hard-deleted.
Reactivating a Retired Account
  1. Switch the Active/Retired/All dropdown at the top of the Chart of Accounts page to Retired or All so the account is visible.

    The Active, Retired, All dropdown at the top of the Chart of Accounts page

  2. Click Actions on that account's row, then Reactivate.

Reactivate is a normal, available option on any retired account's row — it immediately restores the account to Active status and puts it back in the pickers used for new GL entries and invoicing.

Best Practices
  • Don't try to retire an account still tied to an active charge schedule or a pending refund — retiring is blocked in that case, and the resulting error will name what's still referencing it so you know what to address first.
  • If you retire an account by mistake, switch the filter to Retired or All to find it again, open its Actions menu, and click Reactivate to restore it to active use.

To see who retired or changed an account, open the Activity Log (see How Do I View and Understand the Chart of Accounts).

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