Numbering and templates

Invoa gives a quotation, invoice or receipt its number only when you issue it, from a number series you control. The PDF template decides how the document looks. Owners and admins change both in Settings; everyone else can see them.

#How numbering works

• Drafts have no number. The number is allocated when you click Issue now. Deleting a draft leaves no gap.
• Numbers are gapless. The number is taken in the same step that locks the document, so two people issuing at the same moment never get the same number, and an issue that fails does not use one up.
• Issued numbers never change. Editing a series later only affects documents you issue after the change.
• One default series per document type. If you have not set one up, Invoa creates it the first time you issue that type.

The default series restart at 1 each year.

#Pattern tokens

A pattern is plain text with tokens in curly brackets.

• A pattern needs exactly one counter. {NNN} gives 042, {NNNNN} gives 00042.
• Everything outside the brackets is printed as typed. LBT/INV/{YYYY}/{NNN} gives LBT/INV/2026/042.
• The year and month come from the document's issue date, in your company's time zone.

#Yearly reset

Each series has a Reset setting:

• A new series does not reset in the year you create it. It starts at the Next number you set.
• If you back-date a document into last year after the reset, Invoa keeps counting forward. It never reuses a lower number.

#Add or edit a series

1. Open Settings → Numbering.
2. Click Add series, or Edit on an existing row.
3. Choose the Document type. You cannot change it after the series is created.
4. Enter a Name, for example "Corporate travel invoices".
5. Enter the Pattern, for example CT-{YY}-{NNNN}.
6. Set the Next number.
7. Choose Reset: Yearly or Never.
8. Tick Use as default for this type if new documents of this type should use it.
9. Check the Next number will be preview, then click Save.

Use Next number to carry on from your previous system. If Lembah Bayu Travel Sdn. Bhd.'s last invoice before switching was number 118 of the year, set Next number to 119. If you import from Bukku, the import sets this for you — see Import from Bukku.

#Use another series on one document

When a document type has more than one series, the editor shows Number series under the totals. Pick the series for this document, or leave it on Default series. The issue confirmation shows the Number to allocate before you confirm.

#PDF templates

Open Settings → Templates and click Use this on the template you want. The one in use is marked In use.

A company can also have its own house template made for it; it then appears only in that company's Settings → Templates.

Templates use the logo, stamp or signature, bank accounts and DuitNow QR you set in Settings → Company. When an invoice is validated by LHDN, its PDF is regenerated with LHDN's QR code.

#What changes for existing documents

• Template: issued documents keep the template they were issued with. A new template applies to documents you issue from now on, including drafts you have already started, except revisions, duplicates and documents converted from another document, and receipts, which keep the template of the document they came from.
• Numbering: changing a pattern, next number or reset rule never renumbers issued documents.
• Company details: each issued document keeps the company details, logo and bank accounts it was issued with. Changes in Settings → Company show on documents issued afterwards.

To correct an issued document, see Invoices — invoices are corrected with a credit note or by voiding, quotations by revising.

#Related

• Invoices
• Quotations and proposals
• Set up your company
• Import from Bukku