Invoice Numbers

Invoices are numbered automatically in sequential order. No gaps, no duplicates, no hassle.

Default Format

Qazua automatically generates invoice numbers for you. By default, invoices are numbered sequentially starting at 0001:

Customization Options

You can customize invoice numbering to match your business needs:

Change the Prefix

Replace "INV-" with your own prefix:

• QA-0001 (your initials)
• 2025-0001 (include the year)
• INVOICE-0001 (spell it out)
• 0001 (no prefix, just numbers)

Set the Starting Number

If you are migrating from another system, you can start from a specific number to continue your existing sequence:

• Coming from another tool with invoices up to #0157? Start at 0158
• Want to start at a round number? Begin at 0100 or 1000
• First invoice of the year? Start at 0001

How to Customize Invoice Numbers

1. Go to My Account from the navigation menu
2. In the "Business Information" section, click Edit
3. Scroll to the invoice numbering fields
4. Change the "Invoice Number Prefix" (e.g., "QA-" instead of "INV-")
5. Set the "Next Invoice Number" if needed
6. Click Save Changes

Important Rules

Numbers Never Repeat

Every invoice gets a unique number. Once a number is assigned, it is never reused, even if the invoice is voided or deleted. This is critical for maintaining accurate financial records and tax compliance.

Voided Invoices Keep Their Numbers

When you void an invoice, it keeps its original number but is marked as "Voided." The next invoice continues the sequence rather than reusing the voided number.

Example:

• INV-0010 (issued)
• INV-0011 (voided)
• INV-0012 (next invoice - does not reuse 0011)

You Cannot Change Numbers After Issuing

Once an invoice is issued, its number is locked. You cannot edit it. If you absolutely must change an invoice number, you will need to:

1. Void the invoice
2. Create a new invoice with a new number

Common Questions

What if I Delete a Draft Invoice?

Draft invoices are assigned invoice numbers when you create them. If you delete a draft invoice, the invoice number is permanently retired and will not be reused, just like with voided invoices. This maintains a complete sequential record of all invoice numbers.

Can I Have Different Numbering for Different Clients?

No. Qazua uses a single sequential numbering system for all invoices. This is the standard practice and what HMRC expects. Using different sequences for different clients creates confusion and complicates tax reporting.

Can I Use Letters in Invoice Numbers?

Yes. You can include letters in your prefix (e.g., ABC-0001). However, the incrementing part must be numeric.