Understanding Invoice Numbers

How Invoice Numbering Works

Invoices use different numbering systems depending on whether they're linked to a job or standalone.

Job-Linked Invoices

When you create an invoice for a job, the invoice number matches the job number.

Format:

• First invoice for a job: Same as job number (e.g., 1234)
• Additional invoices: Job number + sequence (e.g., 1234-2, 1234-3)

Example:

• Job #1234 → First invoice: 1234
• Second invoice for same job: 1234-2
• Third invoice: 1234-3

Why this matters:

• Easy to match invoices to jobs
• Customer sees familiar job number
• All invoices for a job grouped by number

[IMAGE PLACEHOLDER: Job with multiple invoices showing numbering sequence]

Standalone Invoices

Standalone invoices (not linked to a job) use a different system to avoid confusion with job numbers.

Format:

• INV- prefix + number (e.g., INV-1250)

Example:

• First standalone invoice: INV-1000
• Second standalone invoice: INV-1001

Standalone invoices get their own sequence starting from your configured number (usually 1000).

[IMAGE PLACEHOLDER: Standalone invoice showing INV prefix]

Sequence Numbers Explained

For Job Invoices

The sequence number shows which invoice this is for the job. The first invoice just shows the job number (like 1234) without a -1 suffix because most jobs only have one invoice and it looks cleaner. If you need a second invoice, it becomes 1234-2, and a third would be 1234-3, and so on.

When You Need Multiple Invoices

You'll create multiple invoices for a job when:

• Progress billing: Invoice as work completes in stages
• Additional work: Customer adds scope mid-job
• Partial invoicing: Bill for materials first, labor later
• Variations: Changes from original quote

Example scenario:

1. Initial install completed → Invoice 1234 for $5,000
2. Customer adds extra unit → Invoice 1234-2 for $2,000
3. Final cleanup work → Invoice 1234-3 for $500

All three invoices link to Job #1234.

[IMAGE PLACEHOLDER: Job with progress showing 3 invoices]

Starting Numbers

By default, both job and invoice numbers start at 1000.

Why 1000?

• Looks more professional than starting at #1
• Four digits feel established
• Easier to say ("Invoice one-two-three-four" vs "Invoice one")

You can configure the starting number in Settings if you prefer a different start point.

Number Allocation

Numbers are allocated automatically when you create jobs or invoices:

For Jobs:

1. You create a job
2. System finds next available job number
3. Number assigned permanently

For Standalone Invoices:

1. You create a standalone invoice
2. System finds next available invoice number
3. Skips any numbers that would collide with job numbers
4. Number assigned permanently

For Job Invoices:

1. You create an invoice for a job
2. Invoice uses the job's number
3. Sequence increments for additional invoices on same job

[IMAGE PLACEHOLDER: Diagram showing number allocation flow]

What You Can't Change

Once allocated, invoice numbers cannot be changed:

• They're permanent records
• Used in accounting and tax
• Changing them would break audit trails
• Payments are linked to invoice numbers

If you need to "change" a number:

1. Void/delete the wrong invoice
2. Create a new invoice (gets new number)
3. Re-enter the details

Reading Invoice Numbers

When you see an invoice number, here's what it tells you:

Format: 1234

• Job-linked invoice
• First invoice for Job #1234
• Single invoice for this job

Format: 1234-2

• Job-linked invoice
• Second invoice for Job #1234
• There's at least one other invoice for this job

Format: INV-1250

• Standalone invoice
• Not linked to any job
• Direct customer billing

Format: INV-1250-2

• This doesn't exist
• Standalone invoices don't have sequences
• Always just one invoice per standalone number

[IMAGE PLACEHOLDER: Visual guide showing invoice number formats]

Invoice Lists and Sorting

In the Invoices page, invoices sort by creation date by default, but you can see their numbers:

Job invoices group together naturally:

• 1234 (Job #1234)
• 1234-2 (Job #1234)
• 1234-3 (Job #1234)
• 1235 (Job #1235)
• 1235-2 (Job #1235)

Standalone invoices appear separate:

• INV-1100
• INV-1101
• INV-1102

Searching by number: Type the number in search to find specific invoices:

• Search "1234" → Finds 1234, 1234-2, 1234-3
• Search "INV-1100" → Finds INV-1100

Number Gaps

You might notice gaps in your numbering sequence:

Job numbers: 1000, 1001, 1005, 1010

• Jobs 1002-1004 might be from seed data
• Jobs 1006-1009 might have been deleted
• System skips used numbers

Standalone invoices: INV-1000, INV-1003, INV-1010

• Invoice numbers 1001-1002 might be job numbers
• System avoids collisions with job numbers
• Gaps are normal and don't matter

Gaps don't affect anything - numbering doesn't need to be continuous.

Customer View

Customers see the invoice number on:

• Email subject lines
• PDF invoices
• Payment pages
• Receipts

They use it to:

• Reference invoices when calling you
• Match invoices to jobs
• Track payments

Make sure your team knows invoice numbers when customers ask "What's the invoice for Job 1234?"

Common Questions

Can I customize the invoice number format? No. The format (job number or INV-prefix) is fixed. This ensures consistency and simplifies accounting.

Can I manually set an invoice number? No. Numbers are auto-allocated to prevent duplicates and ensure proper sequencing.

What happens if I delete an invoice? The number is not reused. Deleted invoice numbers stay "used" to maintain audit trail integrity.

Do invoice numbers reset each year? No. They continue incrementing indefinitely. Some businesses prefer continuous numbering for simplicity.

Can I see what invoice numbers are coming next? Yes, check Settings > Invoicing. You'll see "Next Job Number" and "Next Invoice Number".

Related Articles

• Creating Invoices - How to create job-linked and standalone invoices
• Editing Invoice Line Items - Modify invoice details
• Sending Invoices - Email and collect payment
• Creating and Managing Jobs - Understand job numbering