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.
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.