# 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**.

***

### **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**.

***

### **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.

***

### **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}}`.

***

### **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.

***

#### **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`       |

***

#### **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`

***

#### **4. Where Invoice Prefixes Appear**

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

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

***

### **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**.


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