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
User Role: Only Superadmins and Admins can configure invoice prefixes.
Default Format: If no custom configuration is set, the system applies:
Prefix:
INV-
Format:
{{n}}-{{dd}}-{{mm}}-{{yyyy}}
Mandatory Variables: The format must contain
{{n}}
(counter).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
Log in to Agency Handy as Superadmin/Admin.
Navigate to Settings → Invoice Settings.
Click Edit Invoice Prefix.
Step 2: Add a Prefix
Type a prefix (e.g.,
INV-
,Company-
,Agency-2025
).The prefix supports:
Letters
Numbers
Spaces
Special characters
Examples of Valid Prefixes:
INV-
Company-
Agency 2025-
Step 3: Choose an Invoice Format
Pick a format using the following options:
{{n}}
→ Auto-incrementing number.{{dd}}
→ Invoice day.{{mm}}
→ Invoice month.{{yyyy}}
→ Invoice year.
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
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
Click Save Changes.
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-1-2025Updated 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.
Last updated
Was this helpful?