Over time, case files pile up. Quotes that were never signed, case files from previous years that were never closed, jobs that didn't go ahead. If you don't do anything about this, it clouds your overview. Filters give cluttered results, your work list becomes confusing and colleagues no longer know which case files are active.
In this article you'll learn how to clean up old case files, turn off invoicing moments in bulk and the difference between cancelling and reopening.
Cancelling vs. deleting
The most important thing to know: case files in Bas are not deletable. This is deliberately designed this way. All data must remain traceable for your records.
Action | What happens | Data kept? |
Cancel | The case file gets the status "Cancelled" and disappears from your active work list and search results | Yes, everything stays intact |
Reopen | A cancelled case file becomes active again. All the data is still there: customer details, quote, planning, materials, notes | Yes, everything is still there |
Delete | Not possible | Not applicable |
Tip: Cancelling isn't a final action. You can always reopen a cancelled case file. It's as if you never left: all the quotes, events and material records are still just sitting there.
Note: A customer can be deleted (for GDPR reasons), but a case file cannot. Cancelling is the only way to remove a case file from your active work list.
Step 1 - Cancelling a single case file
Open the case file you want to cancel
Click Edit
Click Cancel (or choose the status "Cancelled")
Confirm the cancellation
Expected result: the case file disappears from your active work list and search results. You can always find it again via the "Cancelled" filter.
Step 2 - Reopening a cancelled case file
It happens regularly that a customer cancels and comes back later. Reopening is then the fastest route.
Go to your case file overview
Set the filter to Cancelled
Look up the case file (via customer name, project code or case file number)
Open the case file
Click Reopen
Expected result: the case file is active again with all the original data: customer details, quote, planning, materials and notes.
Tip: Reopening is much faster than creating a new case file. You don't have to re-enter any data.
Step 3 - Turning off an invoicing moment
Not every case file needs an invoice. Think of case files where you only delivered boxes, test case files, or case files that don't require an invoice for some other reason. If you don't turn off the invoicing moment, these case files keep appearing in your "missing an invoice" list.
Open the case file
Click Edit
Find the Invoicing moment field
Untick the box
Click Save
Expected result: the case file disappears from the "Still missing an invoice" filter list. The case file itself simply continues to exist.
Tip: Use this for case files that no longer need an invoice. This keeps your "missing an invoice" overview reliable, so you know for certain that everything listed there genuinely still needs to be invoiced.
Step 4 - Cleaning up old case files in bulk
If you haven't kept on top of case files for a while, you can end up with hundreds or even thousands of case files still open while nothing more is going to happen with them. For example, case files from 2022 or 2023 still sitting in the "Quote" status.
Taking stock of what's open
Go to the case file overview
Filter by project code or year (for example "2023" or "2024")
Optionally filter by status (for example "Quote" or "New")
Filter by customer type if relevant (private or business)
Review the result: how many case files are still open?
Tip: Use the filter option on project code to filter per year. This way you quickly see how many case files are still open per year. Example: "2024 - business - progressed - 43 case files that still have no invoice."
Deciding what needs to happen
Go through the list and determine per group of case files:
Situation | Action |
Quote never signed, case file is older than a year | Cancel |
Job carried out but invoice no longer needed | Turn off invoicing moment |
Job carried out and invoice sent and paid | Progress to "Completed" |
Case file is still relevant (ongoing job or outstanding invoice) | Do nothing, just keep tracking it |
Bulk progressing or closing via Bas Support
For large numbers of case files (dozens to thousands), you can have a bulk clean-up action carried out:
Export the list of open case files
Go through the list and mark which case files are still relevant
Contact Bas Support and indicate which case files should be bulk-cancelled or progressed
Bas Support can turn off invoicing moments in bulk and bulk-progress or close old case files
Note: Old years (two years or older) can almost always be closed in bulk. Nothing more is going to happen with case files that have been open that long. Focus your attention on the current and previous year.
Expected result: after the clean-up action you have a clean work list. Only relevant case files remain open.
Step 5 - Using filters to keep your work list clean
After cleaning up, you want to prevent the clutter from building up again. Use the built-in filters to stay on top of things:
Filter | What you see | When to use it |
Status: Cancelled | All cancelled case files | To find a previously cancelled case file again |
Status: Handling > Missing invoice | Case files that still need to be invoiced | Weekly check on outstanding invoicing |
Project code + year | All case files from a specific year | Quarterly or annual clean-up action |
Type: Business / Private | Case files by customer type | Targeted follow-up per segment |
When to clean up?
Make it a recurring moment. The more often you clean up, the less work it is.
Frequency | What you do |
Weekly | Check the "missing invoice" list. Turn off invoicing moments for case files that no longer need an invoice. |
Quarterly | Go through open case files from the previous quarter. Cancel case files where nothing more is going to happen. |
Annually | Close all case files two years or older. Export the list, check whether any relevant case files are in there, and have the rest closed in bulk. |
Tip: Plan the annual clean-up moment in January. That way you neatly close off the previous year and start the new year with a clean work list.
Tips
Cancel instead of ignoring. A case file you leave sitting clutters your filters and work list. Cancelling takes two clicks.
Turn off invoicing moments if no invoice is coming. This keeps your "missing invoice" overview reliable.
Reopening is always possible. Don't worry about losing data when cancelling. Everything is kept.
Use filters actively. The software offers filters on status, year, customer type and more. Use them to stay in control of your case files.
Plan clean-up moments. Just like you tidy your office, you also need to keep your digital work list in order. Quarterly or annually is enough.
Large clean-up actions via Bas Support. With hundreds of case files, you don't have to do everything manually. Have Bas Support carry out a bulk action.
Please note
Case files can't be deleted. Don't try to look for a delete button. It doesn't exist. Cancelling is the correct action.
Cancelled case files don't count in reports. Bear this in mind when reviewing statistics: cancelled case files are excluded from your success rates and revenue figures.
Turning off the invoicing moment is not the same as cancelling. When you turn off the invoicing moment, the case file stays active, it only disappears from the "missing invoice" list.
Bulk clean-up is a one-off. After the big clean-up action, you're expected to keep track yourself of which case files you cancel or complete. Work the way the system is intended to be used.
Check before you bulk-close. Always go through the list before having case files closed in bulk. There may be a case file among them that's still relevant.
Next article: Installing the employee app and logging in