Invoice numbers jumped or are shared between sales and jobs

What you see: your job invoice numbers skip, for example IN26-41 then IN26-44. Or a sale has an IN number instead of an SL number. Or two invoices have the same number.

A number is taken the moment a document is created. It’s never handed out again, even if that document is later deleted.

Try these fixes

1. Sales share the invoice series

If Use one invoice number for sales & repairs is on, every sale takes the next job invoice number. Your job invoices then skip the numbers your sales used. This is on by default outside India.

1. Go to Settings › App & account › General settings.
2. Look at Use one invoice number for sales & repairs.
3. If you want separate series, click Edit, turn it off and click Save. New sales then use the Sale number series.

Check with your accountant before you switch it during the year. See One invoice number series, and invoices made for you after payment.

2. A refund took a number

A refund of a job invoice is saved as its own invoice with the status Refund. It takes the next job invoice number. Look for it in Billing › Invoices. See Give money back for a repair.

3. An invoice was deleted

When someone deletes an invoice, its number isn’t reused. The next invoice takes the next number in the series. This is normal and keeps every number unique.

Ask your team whether an invoice was deleted with Delete invoice.

4. An invoice was made for you after a payment

If Create invoice automatically after payment is on, recording a payment on a job without an invoice creates one straight away. That invoice takes the next number, even if you didn’t mean to bill that job yet.

5. Someone changed the next number

The Next number in Sequence settings can be changed by hand. If someone set it higher, numbers skip. If someone set it lower, new documents can repeat old numbers.

1. Go to Settings › Business settings, open the business and go to Sequence numbers.
2. Check the Next number for the series. It should be one more than the last number you issued.
3. Click Edit, fix it and click Update.

See Document numbers.

6. The document was made in your other business

Each business has its own series. A job invoice made while your second business was picked takes that business’s number, for example AB-IN26-12. Your first business’s series doesn’t move.

1. Check the business name in the switcher before you create the document.
2. See The printout shows the wrong business details.

Editing doesn't change the number

When you edit a job invoice or a quotation, it keeps its number. Only a brand new document takes a new number.

Still not working?

Contact support and send:

• the two document numbers on either side of the gap, and the business they belong to
• a screenshot of Sequence settings for that business
• whether Use one invoice number for sales & repairs is on