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How to adjust document numbering
How to adjust document numbering

Learn how to customize documents to suit an existing template by adjusting document numbering in Booqable.

Catrin Donnelly avatar
Written by Catrin Donnelly
Updated over a week ago

Every rental business is different in how they wish to format their invoices, contracts, and quotes.

Thankfully, you can set up your own document numbering system for the different document types you can store in Booqable.

How it works

Each different document type can have its own numbering system, with the numbers of documents incrementing automatically from the last document created by default.

You can adjust this to add prefixes to your document numbers; including dynamic values like the order's year, or order's number.

  1. Go to Settings.

  2. Click on Documents on the left-hand menu.

  3. Click on the Customize Templates button in the document templates section.

1. Set an optional prefix

Once you are in the customize templates section, you will see an Add Prefix section for your document numbering for each document tab.

1. Next to the Prefix field, click the drop-down titled 'Select'. This is where you can select dynamic variables to add to your invoice number prefix. These options are:

  • Year

  • Month

  • Customer number

  • Order number

When you select one of these, the list will close and the dynamic variable will show in the prefix line.

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2. Open the drop-down menu again to add another variable to create a prefix made of multiple values.

2. Choose your number sequencing

Different businesses like to order their documents in different ways.

Booqable offers multiple options to sequence your documents; sequencing on a Global level, or a Prefix level.

Global level
The default type of document numbering (and the simplest) is global level.

Your first invoice starts at #1 (or any number you want) and the number increments by one each time a new document is made, i.e. the next document would be #2, then #3, and so on.

Prefix level
Numbering on prefix level increments numbers based on the prefix at the start of the document number. This way you can start a new sequence for each customer, month, year, or order.

1. Go to Settings.

2. Click on Documents on the left-hand menu.

3. Click on Document Numbering on the left hand menu.

3. Adjust the document starting number

To change the starting number of a document, follow the instructions below.

  1. Open a document such as an invoice or a contract.

  2. Click the pencil icon after the document number.

  3. Adjust the number to your liking, and Booqable will pick up the following numbers from this new number.

You're all set!

You have now successfully learned how to adjust document numbering in Booqable.

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