Updating your invoice numbers in the new year

As a new year approaches, you might already be thinking about your invoices. That is, if you've done all your holiday shopping and planning...or maybe just as a break from the hectic holiday season?

In any case, when it comes to your invoices, a new year can mean new invoice numbers. We often get requests from customers asking how they can start anew from ‘1’ in the new year. There is, however, a better way to go about updating your invoice number series.

While counting up from ‘1’ might seem straightforward, using a structure that provides more information about your invoices can help you stay organised.

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What is required for invoice numbers?

When updating your invoice numbers, there are some important points to always keep in mind. These aren’t just casual suggestions but are in fact requirements of the tax authorities to ensure that your invoicing meets the legal regulations.

The requirements are that:

  • Every invoice should have its own, unique invoice number (no duplicates)

  • Invoice numbers should be sequential, with no gaps

Following these rules needn’t be complicated. With invoicing software like SumUp Invoices, once you enter the first number in your series, the next invoice will automatically apply the next number in your sequence. 

Better invoice numbers in the new year

If you’re using the typical ‘1,2,3’ method, the new year is a great opportunity to upgrade to a new invoice number series. It’s easy to introduce a new invoice number sequence that can help you better keep track of your own invoices as well as remain compliant for the authorities.

For example, invoice numbers can have a structure that allows you to include the year, such as:

  • 2022-0001

  • INV-22-0001

  • 0001/2022

This allows you to quickly discern which year your invoices belong to, as well as allows you to ‘start over’ from 1 at the beginning of each new year.

In the end, it’s up to you to decide what works best for your business. However, because you should not have duplicate invoice numbers, using a simple numbering system such as ‘1,2,3’ means that you will not be able to start from ‘1’ again at the start of the following year.

With SumUp Invoices, you can use any of these number formats, as well as include letters if that makes it clearer for you. 

Updating your invoice numbers in SumUp Invoices

If you’re using Word or Excel invoice templates, invoice numbers can become a bit of a pain. But if you’re using SumUp Invoices, you only need to update them once and the system will take care of all future invoices, following your new sequence.

Here’s how:

  • Click on ‘New invoice’

  • In the invoice number field, remove the current number and type in the first of your new invoice number series

  • Once the invoice has been completed, the new number series will automatically apply to all future invoices

For example, if you change your first invoice number of the new year to 2022-001, the next invoice will automatically have the number 2022-002, the next 2022-003, etc.

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