Configure Document Numbering

For: business owners setting up their numbering scheme. What you need: owner or admin access.

1. Go to invoicing settings

Navigate to Settings > Invoicing. You see a Document numbering section for each document type: invoices, credit notes, quotes, and pro-formas.

2. Set the prefix

Each document type has its own prefix. Defaults:

Change the prefix to match your business convention. For example, Northwind Studio uses "NW" for invoices.

3. Choose a format

Pick from six patterns:

The live preview at the bottom of each section updates as you change settings.

4. Set counter padding

Control the minimum number of digits: 1 (no padding), 3 (001), 4 (0001), up to 6 (000001). The counter always grows beyond the padding if needed.

5. Set the starting number

Before your first document is issued on a sequence, you can set the starting counter. Once the first document is finalized, the counter is managed by the system.

If you are migrating from another tool and your last invoice was #247, set the starting number to 248.

6. Year reset (optional)

Disabled by default. Enable to reset the counter to 1 at the start of each calendar year. This requires a year token in your chosen format pattern.

With year reset enabled: NW-2026-001, NW-2026-002, ... NW-2027-001 (resets). Without year reset: NW-2026-001, NW-2026-002, ... NW-2027-003 (continues).

What can go wrong

• Duplicate number. If you override the counter during finalization and the resulting number already exists, the system rejects it.
• Year reset without year token. Year reset requires a format that includes a year component. The UI prevents invalid combinations.

Related pages

• Why Invoice Numbers Must Be Sequential
• Documents
• Settings