Document numbering
Set prefix, separator, pad width, and the next auto-assigned invoice (and other document) numbers.
New documents get the next sequential number when you leave the number blank. Default organisations use INV-##### (for example INV-00001). Admins set prefix, hyphen vs none, digit width, and the next number under Settings → Document numbering.
You need permission to manage accounts (manage:accounts) to save. Anyone who can open Settings can view the table.
Where to manage
Settings → Document numbering (Preferences, next to Control Accounts)
The New Invoice drawer does not have a number field. Dashboard creates always use the next auto number. API, MCP create_invoice, and import can still pass an explicit invoiceNumber.
How to change the next invoice number
- Open Settings → Document numbering.
- Find Invoice.
- Set Prefix (1–8 letters, A–Z; stored uppercase). Empty prefix is not offered — auto numbers always include a prefix.
- Set Separator to Hyphen (
INV-00001) or None (Sage-styleINP02401). - Set Digits (1–10; default 5). Numbers larger than the pad still work (
INV-100000). - Set Next number to the integer that should appear on the next auto invoice (not the formatted string). Preview shows the result.
- Click Save changes, then confirm Save numbering. Existing documents are not rewritten.
Status is Default until you save a row, then Saved.
Sage / conversion example
Pastel-style invoices such as INP02400 use prefix INP, separator None, 5 digits. After the last Sage number INP02400, set Next number to 2401. Preview must be INP02401.
MCP equivalent (manage:accounts): set_document_number_sequence with entityType=invoice, prefix=INP, separator="" (empty string), padWidth=5, nextNumber=2401.
Until that format is saved, an organisation whose live invoices are only Sage INP… (and similar unmatched numbers) will not mint INV-00001. Create without a custom number returns 409 and asks you to set numbering first.
What does not move the counter
| Number | Effect |
|---|---|
Matches the org format (INV-01000, or INP02401 once prefix is INP with no hyphen) | Stored; sequence advances so later autos do not collide |
Opening balances OPEN-* (for example OPEN-SALC-500) | Kept as typed; ignored for the auto series |
Unprefixed integers (4234) | Stored as custom; not auto 4235. Autos always include the prefix (INV-04235 if you set next to 4235) |
Other legacy strings (TS-2024-001) | Stored as custom; sequence unchanged |
Changing prefix does not rewrite historical invoices.
TaxShopHub and omitted numbers
Integrations that omit invoiceNumber (TaxShopHub practice billing) receive the org format — default INV-#####, not a bare integer. Set next to 1500 on a clean org to mint INV-01500. Unprefixed history 4234 stays custom; omit does not become 4235.
Other documents
The same table covers bills, quotes, purchase orders, debit/credit notes, payments, sales orders, delivery notes, cash sales, goods receipts, and purchase requisitions. Defaults include BILL-#####, QTE-#####, PO-#####, SO-#####, GDN-#####.
Rules
- Next number cannot go below live matching numbers, including void (not trash). The field snaps up if you try.
- Duplicate live numbers return HTTP 409.
- Soft-deleted (trash) numbers are outside the floor; an admin may reuse them here on purpose.
- Members without
manage:accountscan view; save is 403.
API and MCP
- REST:
GET/PUT/api/v1/settings/document-numbering(PUT requiresmanage:accounts) - MCP:
list_document_number_sequences,set_document_number_sequence(one entity per call) - In-tab WebMCP on this screen:
anchor_list_document_number_sequences,anchor_set_document_number_sequence(set opens the same confirm a human uses)
Document numbers are strings, not money. nextNumber is the next auto integer; preview is the formatted string.
See the API reference and MCP guide.