Document numbering
Each type of document you issue — invoices, credit notes, quotes, purchase orders and so on — is given a unique reference number from its own running sequence. This guide explains how the numbering works and when a number is assigned.
Before you begin
- You need to be signed in with the organisation selected.
- Numbering is set up automatically for each organisation. There is nothing you have to configure before you start.
How numbers are built
Every document number is a prefix followed by a padded running number, for example INV-00001. Each document type has its own sequence, so invoices and credit notes are numbered independently.
The prefixes used are:
| Document | Prefix | Example |
|---|---|---|
| Sales invoice | INV- |
INV-00001 |
| Sales credit note | CRN- |
CRN-00001 |
| Quote | QUO- |
QUO-00001 |
| Estimate | EST- |
EST-00001 |
| Proforma invoice | PF- |
PF-00001 |
| Purchase order | PO- |
PO-00001 |
| Purchase invoice | PI- |
PI-00001 |
| Purchase credit note | PCN- |
PCN-00001 |
| Delivery note | DN- |
DN-00001 |
| Goods received note | GRN- |
GRN-00001 |
Numbers are padded to five digits, so your first invoice is INV-00001, the tenth is INV-00010, and so on.
When a number is assigned
Note: A document only receives its permanent number when you finalise it — when you issue an invoice or credit note, or send a quote, estimate or proforma. While a document is still a Draft it does not yet have its final number. This keeps your sequences tidy, with no gaps from drafts you never sent.
Each organisation has its own sequences, so numbering restarts per organisation and never mixes between them.
Important notes
Note: In this version there is no page in the app for changing a document prefix or the number a sequence starts from. The prefixes above are the built-in defaults and are what you will see on your documents. If you need different numbering, contact support.