Step by step
- Open Administration › Settings and click the Invoices tab.
- Set the invoice number: Prefix, Digits, Next number, Include year and Restart at 1 each year. The line Next invoice number shows exactly what the next number will look like.
- Set Payment terms (days) (0 means due on receipt) and Default VAT rate (%).
- Fill in the Bank details: Bank, Account name, Sort code, Account number, and if you need them IBAN (optional) and BIC / SWIFT (optional).
- Set the quote numbering: Quote prefix, Next quote number and Quotes valid for (days).
- Type an Invoice footer if you want one (e.g. registered office, late payment terms).
- Press Save invoice settings. You see "Invoice settings saved."
No gaps in numbering
An invoice number is reserved only when an invoice is issued, never for a draft. So deleting or changing drafts never leaves gaps in your numbers.
Rules and messages
Prefixes use letters and digits only, up to 10, and are saved in capitals: "Prefix may use letters and digits only (max 10)."
Digits is 1 to 8: with 4, number 7 prints as 0007.
Payment terms is 0 to 365 days. A customer with its own payment terms on its page uses those instead. Default VAT rate is 0 to 100 and is used only when you are VAT registered.
Quotes valid for is 1 to 365 days.
Who sees the bank details
Bank details are visible and editable by owners and admins only. Each save is written to the Audit log (which fields changed, not the numbers).
Tips
- Moving from another system? Set Next number to one more than your last invoice so your numbering carries on.
- Put your late payment terms in the footer, e.g. "Interest may be charged on late payment under the Late Payment of Commercial Debts Act."
Questions
Can I change the next invoice number later?
Yes, but be careful: setting it lower than a number already used can cause a clash. Normally you only set it once, when you start.
We only take Direct Debit or card. Do we need bank details?
No. Leave them empty and no bank details are printed. You can connect GoCardless or Stripe under Integrations.
Do changes affect invoices already issued?
No. Issued invoices keep their number, terms and details. Changes apply to invoices issued from now on.
How do I get numbers like DC-2026-0001?
Prefix DC, tick Include year, Digits 4. Tick Restart at 1 each year to start again at 0001 every January.
Works together with
- Set up invoice numberingChoose the prefix, number of digits, the year and the next number for your invoices, so they carry on from your old system.
- Add your bank details to invoicesThe account customers pay into by bank transfer, printed on your invoices. Only owners and admins can see or change it.
- Set quote numbering and how long quotes are validThe prefix and next number for your quotes, and how many days a quote stays valid after you send it.
- Change your company detailsYour trading and legal name, company number, VAT number, address, phone, email and website, printed on job sheets and invoices. Also your currency, distance unit and time zone.
- InvoicesCreate invoices from finished jobs or from scratch, issue them with your numbering, send the PDF or send them to Xero, record payments and correct mistakes with credit notes.
- Issue an invoiceIssuing gives the invoice its number, fixes your and the customer's details, locks the lines and creates the PDF.
- Settings: how your firm is set upOne page with everything that is printed on your documents or used in your charges: company details, logo, invoice numbering and bank details, standard rates, SLA and working hours, security and customer emails.