Invoice Numbering and Prefixes

Invoice numbering sequences can be customised heavily based on the requirements that your business and your jurisdiction has. This is configured in Setting>Order Options.

Please also see our separate guide on Proforma Invoicing.

With Upmind's billing system, you can easily set invoice prefixes and numbers for efficient tracking and management. Additionally, as an administrator, you have the option to separate invoice numbers for free invoices and hide zero-amount invoices from your clients in the Miscellaneous section, if needed.

How to Set Invoice Number and Prefix

If you decide to make the invoice number sequence and just follow the numbering for zero-amount invoice, you can follow these steps:

1. Navigate to Settings.
2. Select Order Options and Find Invoice Number to customize your invoices with prefixes and numbers.

An invoice number must always be incremental, but the prefix can change.

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Resetting yearly invoice numbering

You can reset yearly invoice numbering by starting the invoice number with the year.

• The prefix would remain INV
• The invoice number would start 250000001
• The following year would start 260000001

Seperating Number Sequences

You can separate the number sequence for free invoices (0 value invoices) and for proforma invoices and for credit notes. This means that you could achieve that all paid invoices are purely incremental.

Enforcing consecutive numbers

As a system that could have tens of thousands of daily invoices generated (or more), there is an efficiency overhead in enforcing consecutive invoicing. Behind the scenes we have to stop all other invoice transactions and only add one invoice at a time, to be fully sure that invoices are 100% consecutive. We therefore have the option to enforce a Strict consecutive number sequencewhich does have a performance impact.

How to Separate Invoice Number for Zero-Amount Invoices

If you want to separate invoice numbers for zero-amount invoices to better organize them, you can follow these steps:

1. Navigate to the Settings.
2. Select Order Option.
3. Ensure to tick the box in the Miscellaneous section “Separate number sequence for free invoice”.

4. Scroll up and find Invoice number to set the Free Invoice Number and Prefix.

5. Hit the Save button.

How to Hide Zero-Amount Invoices from Clients

If you wish to hide zero-amount invoices from your clients, you can follow the steps below:

1. Go to Settings and select Order Options
2. Scroll down and find the Miscellaneous section.
3. Find and tick the box "Hide 0 invoice for clients".

4. Hit the Save button.