Invoice prefix

The Invoice Prefix feature allows agencies to personalize invoice numbering by adding a static prefix (e.g., INV-, Agency-) and choosing a format that includes a sequential number ({{n}}) and optional date variables ({{dd}}, {{mm}}, {{yyyy}}). This helps businesses maintain organized, professional, and easily trackable invoices.

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What

• Customize invoice numbers with a static prefix and predefined formats.

• Sequential invoice numbering with auto-incrementing counter ({{n}}).

• Include optional date variables ({{dd}}, {{mm}}, {{yyyy}}) for organization.

• Live preview feature to see invoice format before applying.

• Automatically reset or resume invoice numbers when changing prefixes.

• Display formatted invoice numbers in list views, details pages, and PDFs.

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Purpose

✅ Easy Tracking – Keep invoices organized with structured numbering. ✅ Branding – Personalize invoices with company name or initials. ✅ Professionalism – Maintain a clean, standardized invoice format. ✅ Automation – Reduce manual work with automatic numbering.

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Pre-conditions

1. User Role: Only Superadmins and Admins can configure invoice prefixes.

2. Default Format: If no custom configuration is set, the system applies:

   • Prefix: INV-

   • Format: {{n}}-{{dd}}-{{mm}}-{{yyyy}}

3. Mandatory Variables: The format must contain {{n}} (counter).

4. Date Variables Reflect Invoice Date:

   • If manually updated, the selected invoice date replaces {{dd}}-{{mm}}-{{yyyy}}.

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Steps to Use (Detailed Guide)

1. Configuring an Invoice Prefix

Step 1: Access Invoice Settings

1. Log in to Agency Handy as Superadmin/Admin.

2. Navigate to Settings → Invoice Settings.

3. Click Edit Invoice Prefix.

Step 2: Add a Prefix

1. Type a prefix (e.g., INV-, Company-, Agency-2025).

2. The prefix supports:

   • Letters

   • Numbers

   • Spaces

   • Special characters

3. Examples of Valid Prefixes:

   • INV-

   • Company-

   • Agency 2025-

Step 3: Choose an Invoice Format

1. Pick a format using the following options:

   • {{n}} → Auto-incrementing number.

   • {{dd}} → Invoice day.

   • {{mm}} → Invoice month.

   • {{yyyy}} → Invoice year.

2. Examples of Predefined Formats:

   • ✅ {{n}}/{{dd}}/{{mm}}/{{yyyy}} → 1/23/01/2025

   • ✅ {{n}}/{{mm}}/{{yyyy}} → 1/01/2025

   • ✅ {{n}}/{{yyyy}} → 1/2025

   • ✅ Default Format: {{n}}-{{dd}}-{{mm}}-{{yyyy}}

Step 4: Preview the Invoice Format

1. The system live-previews how the invoice number will look based on the selected prefix and format.

   • Example:

     • Prefix: Agency-

     • Format: {{n}}/{{dd}}/{{mm}}/{{yyyy}}

     • Live Preview: Agency-1/23/01/2025

Step 5: Save the Configuration

1. Click Save Changes.

2. The new invoice prefix will apply to all future invoices.

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2. How Invoice Numbers Are Generated

✅ Dynamic Replacements in Invoice Numbering:

• {{n}} → Auto-incrementing invoice number.

• {{dd}} → Invoice creation day.

• {{mm}} → Invoice creation month.

• {{yyyy}} → Invoice creation year.

✅ Invoice Number Examples:

Prefix	Format	Generated Invoice
INV-	{{n}}/{{yyyy}}	INV-1/2025
Company-	{{n}}-{{dd}}-{{mm}}-{{yyyy}}	Company-1-23-01-2025
Bill-	{{n}}/{{mm}}/{{yyyy}}	Bill-1/01/2025

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3. Number Resetting Rules

✅ Counter Reset:

• If a new prefix is entered, the counter resets to 1.

• Example:

  • Prefix: Agency-

  • Invoice Numbers: Agency-1, Agency-2

  • Change Prefix to: Bill-

  • New Invoice: Bill-1

✅ Counter Resumes for Previously Used Prefixes:

• If a previously used prefix is restored, the counter resumes from the last value.

• Example:

  • Prefix: Agency-

  • Invoice Numbers: Agency-1, Agency-2

  • Changed to: A- (Counter resets to 1)

  • Changed back to: Agency-

  • Next Invoice: Agency-3

✅ Changing Format Without Changing Prefix:

• If only the format is updated, the counter does NOT reset.

• Example:

  • Current Format: {{n}}-{{yyyy}} → INV-1-2025

  • Updated Format: {{n}}/{{dd}}/{{mm}}/{{yyyy}}

  • Next Invoice: INV-2/23/01/2025

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4. Where Invoice Prefixes Appear

The full invoice number (prefix + format) appears in:

✅ Invoice List View ✅ Invoice Details Page ✅ Client-Facing Invoice PDFs & Emails

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Important Notes

✅ The prefix field does NOT accept variables (e.g., {{n}}) – only static text is allowed. ✅ {{n}} must be included in the format. ✅ The invoice date variables ({{dd}}, {{mm}}, {{yyyy}}) are based on the invoice creation date. ✅ The counter resets when the prefix changes but resumes if the prefix is restored. ✅ If a wrong variable is entered, an error message "Invalid variable" will appear. ✅ No character limit for the invoice prefix. ✅ The prefix is set when the invoice is created, even if the invoice is in Draft mode.