How do you set up invoice numbers for a new financial year in Easyflor?

What are invoice numbers?

Every invoice you send gets a unique number. This number often consists of the year and a sequence number (for example D2023000105). You can set how these numbers look and where they start.

Why do you need to set up invoice numbers?

• New financial year: Every year you often want to start numbering again
• Overview: You can immediately see in which year an invoice was created
• Administration: Your accountant needs a clear structure
• Legal requirement: Invoices must have unique, consecutive numbers
• Preventing errors: You prevent duplicate invoice numbers

How does an invoice number work?

An invoice number consists of different parts:

Example: D2023000105

• D = This is a letter that Easyflor automatically adds (D = Debit invoice, C = Credit invoice)
• 2023 = The prefix number (usually the year)
• 000105 = The sequence number (with zeros in front to make the right length)

How do you set up invoice numbers?

Step 1: Go to administration

1. Click on "Organisation"
2. Click on "Administration"
3. Select the administration for which you want to set invoice numbers

Step 2: Go to invoice numbers

1. Click on "General"
2. Click on "Invoice numbers"

Step 3: Fill in the settings

You need to fill in four things:

1. Date from

• This is the date when these invoice numbers take effect
• Usually January 1st of the new year

Example:

• For the year 2025: enter 1-1-2025

2. Prefix number

• This is always at the beginning of your invoice number
• Usually you use the year

Example:

• For 2025: enter 2025
• For 2026: enter 2026

3. Length

• This determines how many digits come after the prefix number
• Including the zeros at the beginning

Example:

• Length 6 means: 6 digits after the prefix number
• Number 105 becomes: 000105 (with three zeros in front)
• Number 12345 becomes: 012345 (with one zero in front)

4. Number

• This is the starting number of your invoices
• Usually you start at 1, but you can also start at a higher number

Example:

• If you want to continue at invoice 105: enter 105
• If you want to start completely fresh: enter 1

Step 4: Save

Click "Save" and your settings are active!

Complete example

Suppose you want the following:

• The new year 2025 starts on January 1st
• Invoice numbers should start with 2025
• You want 6 digits after the year
• You start at number 1

Then you fill in:

• Date from: 1-1-2025
• Prefix number: 2025
• Length: 6
• Number: 1

Result:

• First invoice becomes: D2025000001
• Second invoice becomes: D2025000002
• Hundredth invoice becomes: D2025000100
• Thousandth invoice becomes: D2025001000

Example from the manual

Settings:

• Date from: 1-1-2023
• Prefix number: 2023
• Length: 6
• Number: 105

Result:

• First debit invoice on 1-1-2023 becomes: D2023000105

Important tips

Tip 1: Plan ahead

• Set up the invoice numbers for a new year before the year starts
• This prevents problems on the first working day of the year

Tip 2: Choose the length wisely

• Length 6 is usually sufficient (up to 999,999 invoices per year)
• Too short? Then you can't fit all invoices
• Too long? Then you get unnecessarily long numbers

Tip 3: Don't always start at 1

• Some companies start at 100 or 1000
• This gives a more professional impression (it looks like you've already sent more invoices)

Tip 4: Always test it

• Create a test invoice to check if the number looks right
• This prevents surprises

Common mistakes

Mistake 1: Wrong date

• If you set "Date from" to 1-1-2025, but it's still 2024, Easyflor still uses the old numbers
• Make sure the date is correct!

Mistake 2: Length too short

• With length 4 you can only go up to 9999 invoices per year
• Expecting more invoices? Choose length 5 or 6

Mistake 3: Forgetting to adjust the starting number

• If you ended at 500 last year and want to continue, you need to enter 501
• Want to start fresh? Then enter 1

Summary: Quick checklist

For the new financial year:

• Go to Organisation → Administration → [Your administration]
• Click on Invoice numbers
• Fill in Date from (for example 1-1-2025)
• Fill in Prefix number (for example 2025)
• Choose Length (usually 6)
• Choose Number where you want to start (usually 1)
• Click on Save
• Test with a trial invoice!

Now you're ready for the new year! 🎉