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Setting Custom Invoice Number Sequence

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Best Suited for:

  • Back Office administrators
  • Users responsible for configuring Company Preferences
  • Managers overseeing invoice numbering sequences

Important Information:

  • The Invoice number sequence is initially configured within Company Preferences
  • The Invoice number sequence only considers integer values 
  • The system will always continue numbering sequentially from the highest existing invoice number
  • Manually adjust the invoice numbering sequence to continue with a unique set of numbers
    • If higher‑numbered invoice exists, they must be renumbered or adjusted before using a lower sequence
    • Alpha numeric character combinations can be used on Progress Invoices only, and if used, will remove the invoice number from the sequence
  • Once all of the large invoice numbers have been updated, update the most recent invoice number to the desired sequence
  • If a payment has been applied to the invoice, there is not a way for you to change the numbering system, contact Support to renumber the larger numbers to the sequence that fits best
  • Invoices, estimates, and jobs can each have their own unique numbering sequences

Setting the Initial Invoice Number Sequence (No Existing Invoices):

  1. Navigate to My Office
  2. Select Company Preferences
  3. Locate Starting Invoice Number
  4. Enter the desired starting invoice number
  5. Select Save Changes
This sets the initial sequence for all future invoices.

Resetting the Invoice Number Sequence (Existing Invoices):

If Invoices already exist, the sequence must be reset by editing the most recent unpaid invoice number.
  1. Navigate to the most recent invoice
  2. Select Edit Invoice
  3. Click in the invoice number field
  4. Enter the new starting number
    • Example: Changing the most recent invoice from 842 to 2600 causes the next invoice created to be 2601
  5. Select Save Invoice to apply the change

Verifying the Updated Invoice Sequence:

  1. Create a new invoice
  2. Confirm the invoice number increments sequentially from the updated value
  3. Verify the format matches the intended numbering range

Adjusting Higher Existing Invoice Numbers:

If invoices already exist with numbers higher than your desired range, the system will continue numbering from the highest existing invoice. To reset the sequence:
  • Update or adjust invoices with higher numbers, as long as they are unpaid invoices
  • If a payment has been applied to the invoice, there is not a way for you to change the numbering system on this invoice; contact Support to renumber the larger numbers to the sequence that fits best
The system will always increment based on the highest existing invoice number.

Additional Resources: