The Items approaching deletion page gathers every record that is scheduled to be removed, so nothing disappears without warning. It exists because some plans keep only a limited window of history, and downgrading to a smaller plan can put older records outside what the new plan retains.
When items appear here
A record shows up for one of two reasons:
- Pending downgrade — you've scheduled a move to a smaller plan, and these records fall outside what that plan keeps.
- Current-plan retention window — your current plan retains history for a limited period, and these records have reached the edge of it.
If nothing is at risk, the page shows an empty state — there is nothing you need to do.
What the page shows
A banner at the top names the soonest expiry date so you know how long you have. Below it, a paginated table lists each affected record with:
- Type — client, project, task, invoice, document, and so on.
- Name — the record's title or number.
- Expires — the date it will be removed.
- Reason — pending downgrade or your plan's retention window.
- Link — opens the record where it can still be opened.
The retention windows
Each plan keeps different kinds of record for a different length of time. Anything not listed here is kept for as long as your account exists.
| What | Free | Starter | Plus | Pro |
|---|---|---|---|---|
| Generated export files | 7 days | 30 days | 90 days | 365 days |
| Sent email | 30 days | 90 days | 180 days | 365 days |
| Document versions | 7 days | 30 days | 90 days | 365 days |
| Time entries | 365 days | Kept | Kept | Kept |
| Closed tasks | 365 days | Kept | Kept | Kept |
| Transaction attachments | 365 days | Kept | Kept | Kept |
| MCP tool activity | 30 days | 90 days | 180 days | 365 days |
"Kept" means the plan sets no window at all — the records stay until you delete them.
Three of the Free windows are grace periods rather than plain limits, because the feature itself is not on the Free plan at all: sent email, document versions and transaction attachments. A Free account creates none of these. The window is what a paid account's existing records get after a downgrade or cancellation — time to download them or move back up a plan — not something a Free account can accumulate.
Assistant chat sessions are kept indefinitely on every plan, including Free.
MCP tool activity is the one window that never appears on the Items approaching deletion page, and it is left off deliberately. Those rows are a log of calls, not records of yours: everything a call changed is still on the record it changed, and the entry only says that it happened. Surfacing them would fill the page with thousands of items nobody would act on. See Sessions and MCP events for what the log holds.
What to do before the date
- Export the data you want to keep — see Export data, or take a full account backup from Data management.
- Change plan — upgrading, or cancelling a scheduled downgrade, removes the risk. See Plan and billing.
- Open and review each record from its link while it's still there.
On mobile
Mobile has the same surface under Settings → Retention, reached from the Review affected items action on the Plan screen's retention notice. It shows the affected records and the soonest expiry; tasks, invoices, and documents deep-link to their detail screens, and other types appear as plain labels.