Document numbering for quotes, invoices and receipts

Every quote, sales order, invoice and payment receipt gets its number automatically. The number is the prefix followed by a running number, for example INV-2001. You can change the prefix and the starting number for each document type.

The default formats

Leadnote joins the prefix and the number exactly as written. It adds no separator and no leading zeros, so put any dash or slash in the prefix.

Where to change it

Quote, invoice and sales order numbering needs permission to edit Settings, which the Account Owner and Managers have by default. Receipt settings are limited to the Account Owner and Managers.

• Quotes: open Quotes, then the Settings tab, then Quote Identity. Set Quote Number Prefix and Starting Quote Number.
• Invoices: open Invoices, then Settings, then Invoice Identity. Set Invoice Number Prefix and Starting Invoice Number.
• Sales orders: open Sales Orders, then Settings. Under Sales Order Number set the Prefix and Starting number / Next number, and click Save Configuration.
• Receipts: open Invoices, then Payments, then Settings. Set Receipt number prefix and Receipt starting number, and click Save settings.

For quotes and invoices, click Save Settings when you are done. The prefix can have up to 30 characters. The starting number must be 1 or more.

The starting number is also the next number. The next document of the current series gets exactly that number, and the help text under the field reads "The next quote of the current series will use this number". Each time you save these settings, Leadnote also remembers the number shown as the point where any new series begins. Documents that already exist keep their numbers.

Date tokens in the prefix

The prefix can contain these tokens. Leadnote replaces them with values from the document date, in your organisation's time zone:

Examples, with a starting number of 1 and a financial year starting in April. A new series begins at the starting number saved in your settings at that time:

Financial year

FY follows the Financial year starts in setting. Find it under Settings, My Organization Profile, in Locale Settings. If your organisation never saved this setting, it is April. An April start gives labels such as 26-27 for 1 April 2026 to 31 March 2027. A January start gives just 26.

How the series restarts

Leadnote keeps one counter for each fully expanded prefix. That means:

• A prefix with no token is one continuous series that never restarts.
• A prefix with FY starts a new series on the first day of each financial year.
• A prefix with YYYY or YY restarts every January, and one with MM restarts every month.
• If you change the prefix, the new prefix starts its own series.

Numbers are handed out one at a time, even when several people create documents at once, so two documents never get the same number. If a save fails, the number is not used up. If you lower the starting number to one that is already taken, Leadnote skips the numbers in use. A deleted document does not give its number back, so you may see a gap.

Numbers and Indian GST invoices

GST rules ask for a serial number of at most 16 characters, made of letters, digits, hyphen and slash. Leadnote does not enforce this, so keep the prefix and the running number within 16 characters. INV/26-27/1 is 11 characters, for example. Confirm the format with your accountant.

Receipt numbers

When you record a payment, leave the receipt number empty to use the next number in the receipt series, or type your own. A typed receipt number must not already be used.

Leadnote's own subscription invoices have a separate numbering. See Leadnote invoices and receipts.