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Document Numbering
Set custom starting numbers and prefixes for your invoices, quotes, and jobs to maintain continuity from your previous system.
Accessing Document Numbering Settings
- Click Settings in the sidebar
- Select Documents
- Click the Numbering tab
Overview
When you migrate from another system, you often need your document numbers to continue from where you left off. YardPilot allows you to configure:
- Starting number: The next number to use when creating documents
- Prefix: The text that appears before the number (e.g.,
INV-,Q-,J-) - Minimum digits: How many digits to show (zero-padded)
Invoice Numbering
Starting Invoice Number
Set the next invoice number to use. This is useful when:
- Migrating from another system
- Starting a new financial year with a fresh sequence
- Continuing a numbering sequence from manual invoicing
| Field | Description | Default |
|---|---|---|
| Next Invoice Number | The next number to use | 1 |
| Invoice Prefix | Text before the number | INV- |
| Minimum Digits | Zero-padding width | 4 |
Example: With prefix INV-, starting number 1523, and 4 minimum digits:
- Next invoice:
INV-1523 - Following:
INV-1524,INV-1525, etc.
Migration Example
If your last invoice in your old system was INV-1522, set your starting number to 1523 to continue the sequence.
Quote Numbering
Starting Quote Number
Configure how quotes are numbered for your business.
| Field | Description | Default |
|---|---|---|
| Next Quote Number | The next number to use | 1 |
| Quote Prefix | Text before the number | Q- |
| Minimum Digits | Zero-padding width | 3 |
Example: With prefix Q-, starting number 450, and 3 minimum digits:
- Next quote:
Q-450 - Following:
Q-451,Q-452, etc.
Estimate vs Quote
If you've enabled "Refer to as Estimate" in Quote Settings, your prefix might be EST- instead of Q-.
Job Numbering
Starting Job Number
Configure how jobs (work orders) are numbered.
| Field | Description | Default |
|---|---|---|
| Next Job Number | The next number to use | 1 |
| Job Prefix | Text before the number | J- |
| Minimum Digits | Zero-padding width | 3 |
Example: With prefix J-, starting number 2100, and 3 minimum digits:
- Next job:
J-2100 - Following:
J-2101,J-2102, etc.
Important Considerations
Numbers Only Increase
Document numbers can only be set higher than existing documents. If you already have invoice INV-0050, you cannot set the starting number to anything below 51.
Gaps Are Allowed
The ATO accepts gaps in invoice numbering. You don't need consecutive numbers - they just need to be unique and sequential going forward.
Numbers Are Per-Company
Each company in YardPilot has independent document numbering. If you manage multiple businesses, each maintains its own sequences.
Soft-Deleted Documents
Numbers from deleted documents are never reused. If you delete invoice INV-0100, the next invoice will still be INV-0101.
Custom Prefix Examples
| Business Type | Invoice | Quote | Job |
|---|---|---|---|
| Standard | INV- | Q- | J- |
| Year-based | INV-2025- | Q-2025- | WO-2025- |
| Business initials | ABC-INV- | ABC-Q- | ABC-J- |
| Service type | LWN- | EST- | SVC- |
Changing Prefixes
Changing a prefix affects new documents only. Existing documents keep their original numbers. Consider the impact on your record-keeping before making changes.
Compliance Notes
ATO Requirements
For GST-registered businesses, the ATO requires that tax invoices include a unique identification number. YardPilot's sequential numbering system ensures compliance with this requirement.
Record Keeping
Maintain records of any starting number changes you make. This helps with:
- Audit trails
- Financial year reconciliation
- System migration documentation
Troubleshooting
"Starting number must be greater than existing documents"
This error appears when you try to set a starting number lower than your highest existing document number. The starting number must be higher than all existing documents of that type.
Numbers Not Changing
After saving, new documents should use the updated numbering. If they don't:
- Clear your browser cache
- Log out and back in
- Check that the save was successful (look for the confirmation message)
Next Steps
After configuring your document numbering: