With 2019 just around the corner (I know, so soon), you might already be thinking about your invoices. That is, if you’re done all your holiday shopping and planning...or maybe as a break from the hectic holiday season?
In any case, when it comes to your invoices, a new year can mean new invoice numbers. We often get requests from users asking about how they can start anew from ‘1’ in the new year. There is, however, a better way to go about updating your invoice number series.
While counting up from ‘1’ might seem straightforward, using a structure that provides more information about your invoices can help you stay organised.
What is required for invoice numbers
When updating your invoice numbers there are some important points to always keep in mind. These aren’t just casual suggestions but are in fact requirements of tax authorities in order to ensure that your invoicing meets the legal regulations.
The requirements are that:
- Every invoice should have its own, unique invoice number (no duplicates)
- Invoice numbers should be sequential, with no gaps
Following these rules needn’t be complicated. With invoicing software like Debitoor, once you enter the first number in your series, your next invoices will automatically apply the next number in your sequence. Without you needing to lift a finger.
Better invoice numbers in 2019
If you’re using the typical ‘1,2,3’ method, the new year is a great opportunity to upgrade to a new invoice number series. It’s easy to introduce a new invoice number sequence that can help you better keep track of your own invoices as well as remain clear for authorities.
For example, invoice numbers can have a structure that allows you to include the year, such as:
This allows you to quickly discern which year your invoices belong to, as well as allows you to ‘start over’ from 1 at the beginning of each new year.
In Debitoor, you can use any of these number formats, as well as include letters if that makes it clearer for you. In the end, it’s up to you and what works best for your business. However, because you should not have duplicate invoice numbers, using a simple numbering system such as ‘1,2,3’ means that you will not be able to start from ‘1’ at the start of 2019.
Updating your invoice numbers in Debitoor
If you’re using Word or Excel invoice templates, invoice numbers can become a bit of a pain. But if you’re using Debitoor, you only need to update them once and the system will take care of all future invoices, following your new sequence (as long as the invoice numbers don’t already exist).
- Click on ‘New invoice’
- In the invoice number field, remove the current number and type in the first of your new invoice number series
- Once the invoice has been completed, the new number series will automatically apply to all future invoices
For example: For your first invoice of the new year you change the number to 0001/2019. Once this invoice is completed, the next new invoice will automatically have the number 0002/2019, the next 0003/2019, etc.
Example 2: Your first invoice number in 2019 is INV-2019-0001. You complete the invoice. Your next invoice will automatically have the number INV-2019-0002, the one after that INV-2019-0003, and so on.