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How to Set an Invoice Number in QuickBooks

· 3 min read
Debits

Introduction​

Setting invoice numbers in QuickBooks is crucial for maintaining organized and accurate records. Proper invoice numbering helps in tracking sales, managing customer accounts, and ensuring seamless financial operations. This guide provides a step-by-step process to set and customize invoice numbers in QuickBooks Desktop and QuickBooks Online.

Setting Invoice Numbers in QuickBooks Desktop​

Step 1: Enable Custom Invoice Numbering​

  1. Open QuickBooks Desktop: Launch QuickBooks and log in with your credentials.
  2. Go to Preferences: Navigate to Edit > Preferences.
  3. Select Sales & Customers: Click on Sales & Customers in the left pane.
  4. Enable Custom Numbering: Go to the Company Preferences tab and check the box next to Custom transaction numbers.
  5. Save Settings: Click OK to save your changes.

Step 2: Set the Invoice Number​

  1. Create a New Invoice: Go to Customers > Create Invoices.
  2. Enter Invoice Details: Fill in the necessary customer and invoice details.
  3. Set Invoice Number: In the Invoice # field, enter your desired invoice number.
  4. Save and Close: Click Save & Close to save the invoice.

Step 3: Customize Invoice Template (Optional)​

  1. Open Templates: Go to Lists > Templates.
  2. Select Template: Choose the invoice template you use and click Edit Template.
  3. Add Invoice Number Field: Ensure that the Invoice # field is included in your template layout.
  4. Save Template: Click OK to save the changes to your template.

Setting Invoice Numbers in QuickBooks Online​

Step 1: Enable Custom Invoice Numbering​

  1. Open QuickBooks Online: Log in to QuickBooks Online with your credentials.
  2. Go to Account and Settings: Click on the Gear icon, then select Account and Settings.
  3. Select Sales: Navigate to the Sales tab.
  4. Enable Custom Numbering: In the Sales form content section, click on the Edit icon and check the box next to Custom transaction numbers.
  5. Save Settings: Click Save and then Done.

Step 2: Set the Invoice Number​

  1. Create a New Invoice: Click on + New and select Invoice.
  2. Enter Invoice Details: Fill in the necessary customer and invoice details.
  3. Set Invoice Number: In the Invoice # field, enter your desired invoice number.
  4. Save and Close: Click Save and close to save the invoice.

Step 3: Customize Invoice Template (Optional)​

  1. Open Custom Form Styles: Go to Gear icon > Custom form styles.
  2. Select Template: Choose the invoice template you use and click Edit.
  3. Add Invoice Number Field: Ensure that the Invoice # field is included in your template layout.
  4. Save Template: Click Done to save the changes to your template.

Best Practices for Invoice Numbering​

  • Consistent Format: Use a consistent numbering format, such as INV-1001, INV-1002, etc.
  • Sequential Numbers: Ensure invoice numbers are sequential to avoid duplication.
  • Prefix/Suffix: Consider using prefixes or suffixes to differentiate between different types of invoices or departments.
  • Review Regularly: Regularly review and audit your invoice numbering system to ensure accuracy and consistency.

Conclusion​

Setting and customizing invoice numbers in QuickBooks is essential for effective financial management and record-keeping. By following the steps outlined in this guide, you can ensure that your invoices are organized, easily trackable, and professionally managed. Implementing best practices will further enhance your invoicing process and overall financial operations.