Invoice and quote numbers
How Todah numbers your invoices and quotes, how to continue from your old numbers or start a new prefix, and what happens to the number of a deleted draft.
Every invoice and quote gets a number the moment you create it. Out of the box they run INV-0001, INV-0002 and so on for invoices, and QTE-0001, QTE-0002 for quotes. If you are moving from another system, or want a new prefix for a new year, you can change where the count continues from.
Before you start
- You must be the owner or an admin. Members do not see this card.
- Know the number of the last invoice you sent from your old system, if you had one.
Step by step
- Choose Settings, then the Books & Tax tab.
- Find the Invoice & Quote Numbers card.
- In Invoice Prefix, type the letters that go before the number, or leave it as it is.
- In Next Invoice Number, type the number the next new invoice should get. To carry on from an old system, type one more than your last invoice number.
- Do the same for Quote Prefix and Next Quote Number.
- Check the line under the boxes. It shows exactly what the next numbers will be, for example Next invoice: INV-0001 · Next quote: QTE-0001.
- Choose Save Numbering. A message says Numbering saved.
What each box means
| Invoice Prefix | Up to 20 letters, numbers, spaces or the characters . _ / # and -. It can be empty if you want plain numbers. |
|---|---|
| Next Invoice Number | A whole number from 1 up. Numbers are shown with at least four digits, so 7 becomes 0007 and 1028 stays 1028. |
| Quote Prefix | The same, for quotes. |
| Next Quote Number | The same, for quotes. |
What happens next
- The next invoice or quote you create takes the new number, and the count carries on from there.
- Invoices and quotes you already have keep their numbers. Nothing is renumbered.
When a draft is deleted
A number only matters once a client has seen it. If you delete a draft invoice or quote that holds the newest number, the count steps back so that number is used again by the next one you create. A draft deleted from the middle of the sequence is remembered and given back once everything above it has gone too. A number a client has received is never reused: cancel that invoice instead of deleting it, and its number stays in the record.
Errors you might see
- INV-1027 is already used. Choose a number after your last invoice.: the number you chose would repeat one you already have. Choose a higher number.
- Invoice prefix: up to 20 letters, numbers, spaces or . _ / # -: remove any other characters.
- Invoice next number must be a whole number: type digits only, with no prefix or decimal point.
Good to know: Credit notes are numbered in their own sequence, CR-0001 onwards.
Tip: Starting a new year? Change the prefix, for example to INV-2027-, and set the next number to 1.
See also
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