➤ Product: OfficeRnD Flex
➤ Who: Admins with the Owner role. Other admins can edit a single invoice number after an Owner allows it.
➤ Where: On the Admin Portal, under 
Settings > Billing > Invoicing
➤ Availability: All Flex plans: Essentials, Start, Grow, and Scale
If you number every invoice by hand, a single typo breaks the sequence that your accountant uses to match records. Invoice numbering in OfficeRnD Flex applies 1 format to every new invoice and counts the sequence for you. Each new invoice then gets the next number, in the format that your accounting team uses.
Invoice numbering is part of your invoicing settings. If you connect Xero or QuickBooks, you also choose which system numbers your invoices.
In this article:
Why new invoices copy a number that you edited by hand
Remove an extra digit that now shows in every new number
Give a deposit invoice its own number without breaking the sequence
Which system numbers invoices when Xero or QuickBooks is connected
Not covered here: line item descriptions, credit note numbers, and overpayment numbers. Customize invoice line item and numbering templates →
Before you begin
Some numbering tasks depend on other settings. Make sure that these items are ready before you start:
To edit the number of a single invoice, the Allow admins to edit invoice numbering checkbox must be selected.
To number each location separately, each location must have a location code.
If you use Xero or QuickBooks, agree with your accounting team which system numbers your invoices.
Choose which system numbers your invoices
When you connect Flex to Xero or QuickBooks, Flex or the accounting software can number your invoices. The Generate invoice numbers in OfficeRnD checkbox decides which system does it.
Without an accounting integration, Flex must number your invoices. The checkbox is then preselected, and you cannot clear it. With Xero or QuickBooks connected, use the checkbox as follows:
Select Generate invoice numbers in OfficeRnD if Flex must number the invoices. Flex then uses your invoice number template.
Clear Generate invoice numbers in OfficeRnD if your accounting software must number the invoices.
QuickBooks has its own setting, and that setting must match your choice in Flex. If Flex numbers the invoices, turn on Custom transaction numbers in QuickBooks. QuickBooks then accepts the invoice numbers that Flex sends. If QuickBooks numbers the invoices, turn off Custom transaction numbers. QuickBooks then gives each invoice its own number.
To find Custom transaction numbers in QuickBooks, do these steps:
Open QuickBooks in a new browser tab.
Click the gear icon and select Account and settings.
Open the Sales tab.
Under Sales form content, turn Custom transaction numbers on or off.
Note: The Generate invoice documents in OfficeRnD checkbox decides which system creates the invoice PDF files. Without an accounting integration, this checkbox is selected, and you cannot clear it. With Xero or QuickBooks connected, clear the checkbox if your accounting software must create the PDF files.
Set the format of your invoice numbers
When Flex numbers your invoices, the Invoice number template field decides the format of each number. The template combines fixed text with properties. Each property is a placeholder in double curly brackets. Flex replaces each property with a value when it generates the invoice.
You can use these properties:
{{number}}: the next number in the sequence.{{year}}: the year of the invoice issue date.{{month}}: the month of the invoice issue date.{{locationCode}}: the code of the invoice location.
Fixed text, such as letters and hyphens, shows in every number exactly as you type it. For example, the template INV-{{year}}-{{number}} gives numbers such as INV-2026-1043.
You can also give every sequence number the same number of digits. Flex then adds zeros in front of shorter sequence numbers. For example, if you enter 5 digits, sequence number 365 shows as 00365. The default value is 0, which adds no zeros.
To set the format, do these steps:
Go to
Settings > Billing > Invoicing.In the Invoice number template field, type the format.
Optional: In the line Complete the invoice {{ number }} property to … digits with leading 0s, enter the number of digits. All sequence numbers then have the same length.
Read the line under the field that starts with Using this template, the next invoice number will be. This line shows the next invoice number, so you can see the result before you save.
Scroll down and click Update. Flex uses the new template only for invoices that it generates after you save.
Flex uses 1 number template for all invoices. Credit notes and overpayments can have separate number templates. Set up separate number templates for credit notes and overpayments →
Choose when the sequence restarts
By default, Flex counts 1 continuous sequence for all your invoices. To start a new sequence when a value changes, select a property under Select properties which restart the invoice numbering when their value changes.
Each property restarts the sequence at a different point:
month: Flex starts a new sequence when the issue month changes.
year: Flex starts a new sequence when the issue year changes.
locationCode: Flex counts a separate sequence for each location code.
Important: For every property that you select, add the matching property to the template. For example, if you select month, add {{month}} to the template. Without {{month}} in the template, invoices from 2 different months can get the same number. For example, INV-2026-1 in March and INV-2026-1 in April.
To restart the sequence each month or each year, do these steps:
Go to Settings > Billing > Invoicing.
Add
{{month}}or{{year}}to the Invoice number template field. The number then shows which period it belongs to.Under Select properties, which restart the invoice numbering when their value changes, select month or year.
Read the line that starts with Using this template the next invoice number will be, to see the result before you save.
Save the settings.
For example, you use the template INV-{{year}}-{{number}} and select year. The first invoice of 2026 gets INV-2026-1. The first invoice of 2027 gets INV-2027-1.
Restart the sequence for each location
Location codes need 1 more setup step. Each location must have a code before Flex can put the code into a number. To restart the sequence for each location, do these steps:
Go to Space > Locations and open a location.
In the Unique code field, enter a code for the location. For example, enter L for a location in London.
Repeat steps 1 and 2 for each location.
Go to
Settings > Billing > Invoicing.Add
{{locationCode}}to the Invoice number template field. Flex then puts the location code in each number.Under Select properties which restart the invoice numbering when their value changes, select locationCode. Flex then counts a separate sequence for each location code.
For example, the template {{locationCode}}-{{year}}-{{number}} gives A-2026-0418 for an invoice in Atlanta. The same template gives L-2026-1250 for an invoice in London.
Important: Enter a code for every location before you add {{locationCode}} to the template. If a location has no code, Flex leaves that part of the number empty. For example, an invoice for that location gets the number -2026-0418.
How Flex calculates the next invoice number
The template sets the format, but the number itself comes from your last invoice. Flex reads the last issued invoice number and compares it with your template. Flex finds the part of the number that is in the place of {{number}}. Flex adds 1 to that part to get the next number.
For example, your template is {{year}}{{number}}, and your last invoice number is 20261290. Flex reads 2026 as {{year}} and 1290 as {{number}}. The next invoice gets the number 20261291.
Now, for example, an admin edits a deposit invoice number to 202681291. The number 202681291 also fits {{year}}{{number}}. Flex now reads 2026 as {{year}} and 81291 as {{number}}. The next invoice gets the number 202681292, and later invoices continue from 202681292.
The Invoice number template field does not change after this edit. In this example, the field still shows {{year}}{{number}}. Only the line under the field shows the new next number.
Allow admins to edit invoice numbers
Each invoice number sets the next number, so editing a single number can shift the whole sequence. For this reason, admins can edit invoice numbers only after an Owner selects a checkbox.
To allow admins to edit invoice numbers, do these steps:
Go to
Settings > Billing > Invoicing.Select Allow admins to edit invoice numbering.
Scroll down and click Update. Admins can now edit the Number field when they generate an invoice or after Flex generates it.
Warning: After you edit an invoice number, read the next-number line under Invoice number template. An edited number that fits your template moves the whole sequence. Every invoice that Flex numbers after the edit continues from the edited number.
To edit a single invoice number, open the invoice and change the value in the Number field.
Set the number your sequence starts from
You can use the same rule on purpose to start a sequence at a specific number. For example, you move to Flex from another billing system, and your last invoice there was INV-2026-4500.
To start the sequence at a specific number, do these steps:
Make sure that Allow admins to edit invoice numbering is selected.
Generate the first invoice manually. In the Number field, enter a number that fits your template. For example, enter INV-2026-4501.
Go to
Settings > Billing > Invoicing and read the line under Invoice number template. For example, the line shows INV-2026-4502. Flex continues the sequence from this number.
If you number each location separately, do these steps for each location. Each location sequence starts from the first number that you enter for that location.
Fix the sequence after an edited invoice number
If new invoice numbers include a digit that you added to 1 invoice, the edited invoice now sets the sequence. To restore the sequence, change that invoice number back.
To restore the sequence, do these steps:
Find the invoice whose number you edited. For example, the deposit invoice with the number 202681291.
Open the invoice and change the Number field to a number that fits your old sequence. For example, change 202681291 to 20261291.
Save the invoice.
Go to
Settings > Billing > Invoicing and read the line under Invoice number template. For example, the line shows 20261292. This number confirms that the sequence continues from the correct place.
Important: These steps apply when no other invoice has a shifted number after the edited invoice. If Flex already generated more invoices with shifted numbers, contact OfficeRnD Support before you edit more numbers. Each edit changes the number that Flex uses next.
Give a single invoice a special number
The number template applies to every invoice. To mark a single invoice type, such as a deposit invoice, edit its number by hand. Use a format that doesn't fit the template so the sequence doesn't shift.
Separators your template doesn't include keep a number outside the sequence. For example, your template is {{year}}{{number}}, and your accounting rules need an 8 in deposit invoice numbers. Enter 2026-8-1291. The hyphens do not fit {{year}}{{number}}, so the sequence stays where it was.
Because the sequence stays where it was, the next invoice gets the same sequence number as the deposit invoice. For example, the next invoice gets 20261291. Manually change that number so 2 invoices don't use the sequence number 1291.
To give a deposit invoice a special number, do these steps:
Open the deposit invoice.
In the Number field, enter the number with separators that are not in your template. For example, enter 2026-8-1291.
Save the invoice.
Open the next invoice that Flex generates. For example, its number is 20261291.
Change its number to the next number in the sequence. For example, change 20261291 to 20261292. Flex continues from 20261292 for every later invoice.
Best practices
If you edit any invoice number, then read the next-number line on the Invoicing page before the next bill run. The line shows the next invoice number.
If your accounting rules need a marker on deposit invoices, then agree on 1 special format with your accounting team. Use the same separators every time, so that no special number fits your template by accident.
If QuickBooks also invoices products or services outside Flex, then clear Generate invoice numbers in OfficeRnD. QuickBooks then controls 1 sequence for all your invoices. The 2 systems can't assign the same number to 2 invoices.
FAQs
Why do all my new invoices include a number that I added to 1 invoice?
New invoices include the added number because Flex calculates each new number from your last issued invoice number. If an edited number fits your template, Flex continues the sequence from the edited number. To restore the sequence, change the edited number back, as described in "Fix the sequence after an edited invoice number".
Can I use a different number template for deposit invoices?
Deposit invoices use the same number template as all other invoices. Only credit notes and overpayments can have separate number templates. To mark a single deposit invoice, edit its number by hand in a format that does not fit your template.
Why did my invoice numbers start again from 1?
Your invoice numbers started again because a restart property is selected and its value changed. For example, when you select year, the first invoice of a new year starts a new sequence. To keep 1 continuous sequence, clear locationCode, month, and year under Select properties which restart the invoice numbering when their value changes.
Why does the Invoice number template field still show my old format?
The Invoice number template field shows your number format, and editing a single invoice number does not change the field. To see the next number Flex will use, read the line under the field.
Does changing the number template change the numbers of my past invoices?
Changing the number template does not change the numbers of invoices that already exist. Flex applies the new template only to invoices that it generates after you save.