Skip to main content
Estimates

Document numbering

Written By Timothy Murenzi

Overview

Every estimate, invoice, retainer and purchase order gets a number automatically. Documents that belong to a project use the project's code in the number (for example EST-HARL-001, INV-HARL-001, RET-HARL-001). Documents created without a project use the studio-wide sequence.

Estimates list showing project-coded numbers EST-HARL-001 to EST-HARL-004

Before you start

  • Give the project a code. Every project has one — it's required when the project is created (see Project Codes).

  • You need access to Settings → Studio → Money to change prefixes or digits.

How numbers are built

Document

On a project (code HARL)

Estimate

EST-HARL-001, EST-HARL-002…

Invoice

INV-HARL-001…

Retainer

RET-HARL-001…

The counter after the code is per project, so EST-HARL-001 and EST-STUDIO-001 can both exist.

Change the studio numbering format

  1. Go to Settings → Studio → Money and open the Numbering and wording tab.

  2. Choose the Document type: Estimates, Invoices or Purchase orders.

  3. Set the Prefix and the number of Digits. The Looks like hint previews the result.

  4. Click Save changes.

Numbering and wording tab with Document type, Prefix and Digits highlighted

The change applies to the next document created. Numbers already issued never change.

Edit a single number

The number is editable at the top-left of the estimate or invoice editor (Estimate # / Invoice #).

Important limitations

  • Changing a project's code doesn't renumber existing documents.

  • Documents created without a project currently follow the studio sequence (for example EST0075, INV1094). Check the number before you send it if you rely on a custom prefix.

What happens next?

When a document is pushed to QuickBooks, its number is sent with it so both systems show the same reference.

Related articles

  • Project Codes

  • Estimates: An Overview

  • Overview of Invoices

Was this helpful?

Still need help? Ask the team