Configure invoice numbering and exports

Custom invoice number format

By default the CRM assigns each new invoice an automatic number. You can instead use your own format and continue an existing sequence (for example, to match the numbers you were using in another system like Pastel or Sage).

Go to Settings → Business Profile and find the Invoice Numbering card.

1. Turn on Use custom invoice numbering.
2. Enter a Number Format. In the simplest case just type your prefix (for example INV - 2026 - ) and the running number is added at the end automatically. Optional tokens give more control:
   • {SEQ:4} — place the number and zero-pad it to 4 digits (so 112 becomes 0112). {SEQ} places the number without padding.
   • {YYYY} (4-digit year), {YY} (2-digit year), {MM} (month), {DD} (day).
   • Any other characters are kept as-is. If you don't use a {SEQ} token, the number is simply appended at the end.
3. Enter the Next Number — the number the next invoice you create will use.
4. A live preview shows exactly what the next invoice number will look like.
5. Click Save Changes.

Example: format INV-{YYYY}-{SEQ:4} with next number 112 produces INV-2026-0112, then INV-2026-0113, and so on. Each new invoice takes the next number automatically.

Notes:

• Custom numbering applies to invoices you create. Automatically generated recurring invoices keep the standard automatic number.
• Turning the setting off returns to automatic numbering.

Exporting invoices

Go to Settings → Export. Under Invoices you can download:

• All Invoices — every invoice with its customer, dates, amounts and balance.
• Recurring Invoices — recurring invoices and schedules, including frequency.

Each has a CSV button (opens in any spreadsheet app) and an Excel button (a formatted .xlsx file). The export includes all matching invoices, not just the current page.