Managing invoice number sequences in QuickBooks Online (QBO) allows businesses to maintain clarity and avoid confusion in their financial records. This guide details how to customize invoice sequence numbering through the use of Custom Transaction Numbers, enabling you to establish a personalized number sequence
Steps to change the invoice numbering sequence
Access your invoice
Start by accessing your QBO account
Locate one of your latest invoices to see how current numbering appears
Create a new invoice
Create a new invoice for one of your services with the desired amount
After saving, observe that QBO automatically generates the next invoice number
Enable Custom Transaction Numbers
To change the invoice numbering sequence:
Navigate to settings: Click on the gear icon in the top right corner
Access account settings: Select Account and Settings.
Go to the Sales tab: On the left sidebar, click on the Sales tab
Enable "Custom transaction numbers": Toggle on the option for Custom transaction numbers. When this option is enabled, you can edit the invoice numbers generated by QBO
Set your preferred invoice number
Add a new invoice for the same service.
While creating the invoice, update the invoice number to your desired sequence (e.g., INV-1000)
Save the invoice
Disable "Custom transaction numbers"
To have QBO use your new invoice number sequence for future invoices while ensuring it isn’t editable:
Return to the Sales tab in the Account settings
Toggle off the Custom transaction numbers option
Create future invoices
Now, whenever you create a new invoice, QBO will use the newly specified sequence (e.g., INV-1000) for future invoices
The invoice numbers generated will be non-editable, minimizing the risk of errors and ensuring consistency in your billing