Task · Invoicing

Choose how your documents are numbered

Set the prefix, the number of digits, the suffix and whether the count restarts each year, for each kind of document.

9 steps · About 3 minutes

1. Open Account settings then Invoicing

   Your accountSettings

2. Find Document numbering

   Next previews the number each kind of document gets next.

   go.tito.io/acme/admin/settings/invoicing

3. Set the Prefix

   Anything you like, up to 24 characters. Put the date in it with {YYYY} for the full year, {YY} for the short year, or {MM} for the month, and the event's web address with {EVENT}, like spring-summit-2027. A prefix of INV-{YYYY}- gives you numbers like INV-2026-00042. The date is the day the document is issued in the event's time zone, the same date printed on it.

4. Set the Digits

   How many digits the count is padded to. Five gives you 00042.

5. Set the Suffix if you want something after the count

   It takes the same placeholders as the prefix. A prefix of INV-, four digits and a suffix of -{YY} give you numbers like INV-0042-26. A suffix starts with a letter or a mark such as - or _, so it can't run into the count. Leave it blank for nothing after the count.

6. Choose whether the count restarts under Restart

   Never keeps one series running forever. Every year starts again at 1 on 1 January in the event's time zone, which several countries expect. If you choose it, the year has to be in the prefix or the suffix, or next year would reuse this year's numbers.

7. Choose what a free order gets under Free orders

8. Choose how to Number invoices

   In one sequence for the whole account numbers everything you issue in one unbroken run. Separately for each event starts each event at 1, and needs {EVENT} in the prefix or the suffix of every kind so two events can't produce the same number. To give one event a short code of its own instead, like _CONF27, number that event on its own, below.

9. Select Save

   A number is permanent once it has been issued.

   Changing any of this affects documents issued from now on. Nothing already issued is renumbered.

   The scope is fixed once the first number has been issued.

   Switching after that would hand out numbers that are already on documents you have sent. The screen says so and stops offering the choice.

Number one event on its own

Every event uses your account's numbering until you change it for that event. An event with its own numbering has its own prefix and suffix for each kind of document, and counts from 1.

Open the event, select Settings, then Payment.

Under Document numbers, select Number this event on its own and fill in a prefix for each kind of document. A prefix of CONF27- gives you numbers like CONF27-00001.

To put the event's own code after the count, type it in the Suffix. A prefix of T, four digits and a suffix of _CONF27 give you numbers like T0001_CONF27.

A prefix and suffix can't give a number already used, so together they can't match your account's numbering or another event's.

Documents the event has already issued keep their numbers. To go back, select Use the account’s numbering. The event's prefixes are kept, and if you switch back to them the count carries on from where it stopped.