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Invoice numbering for SMEs and self-employed

Invoice numbering for SMEs and self-employed: difference between serie or prefix and invoice number. How to create an invoice numbering sequence.

Invoice numbering

Invoice numbers inside each series should be assigned sequentially without containing repeats or gaps and in chronological order.

Invoice number

The sequential number of your invoice is built with only numbers. These numbers must be consecutive inside the same serie or sequence.

Invoice sequence: How to create a new serie with a prefix

The sequence or serie of an invoice is the part of your invoice number which is used to differentiate your business lines. The serie or prefix is also used to differentiate invoices from corrective invoices.

How to create invoice numbering sequences with prefixes

You can custom your invoice prefixes with numbers and letters as you wish. Each customized prefix will create a new invoice serie. On the other hand, the invoice number that comes after the prefix must be always consecutive and in chronological order.



Below you can see an example made with Contasimple:

Invoice numbering for freelancers and SMEs


Next to your new invoice, the series "Normal invoices" will appear by default.

You can create and configure your invoice series in a personalized way, set the one you want to use by default, and create as many other invoice series as you need for your business.

To get started, click "Create new series".

Create new numbering series


Then it will appear this box, where you can give a name to your new series, and configure its numbering easily:

Set new numbering series


Example: since in our business we have several establishments, we have decided that we will create an invoice numbering sequence for each one of them. In the example, we have created an invoicing series that we have named "London", because we have an establishment in this city.

In the "Mask" box, we have configured the numbering of our new series so that the invoices created in our London establishment always start with "LO", followed by the year, and four figures that are to be automatically filled in with the corresponding numbers, starting with 0001.

This is what the number of the first invoice of this new series will look like:

Example of new numbering series


How to set up your invoice series

If you click on "Configure series", this box will open the list of all the series of invoices that you have created yourself, and the two that already come by default in Contasimple:

Set a numbering series as default


As you can see, the new invoice sequence of invoices "London" is already in the list. If you click on the star, this invoice sequence will become the one that will always appear by default when you issue a new invoice. You can also edit it to modify its numbering, deactivate it and delete it. From here you can also create new invoice sequence of invoices.


Mandatory invoice series: The corrective invoice

There are some cases in which creating invoice numbering sequences is mandatory. The most common is the corrective invoice.

The Contasimple series of corrective invoices consists, by default, of creating a new series starting with "R" for "Rectifying". Then comes a hyphen, followed by the corrective invoice number. But you can also configure this series to customize it if you want.

In this link we tell you how the series of Corrective invoice.

Bill your customers from the Contasimple Billing App

The App to make invoices of Contasimple is designed to facilitate even more your daily tasks.

  • Create invoices, delivery notes and register your tickets.

  • Check your schedule of customers and suppliers.

  • View all your virtual disk documents.

Available for Android and iOS. Totally free!

App to make free invoices

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