Transaction Reference Numbering

Hi there, 

I know how important it is to have a reliable numbering system so you can keep track of your transactions. QuickBooks Online will automatically apply a numerical system to your transactions, but you can also set up a custom numbering system. I'd be happy to explain how to do this.

Use the Custom transaction numbers feature to set your own numbering preference. This adds an Invoice no. field where you can enter any number or letter format you want.

1. Select the Gear icon on the Toolbar, then Account and Settings (or Company Settings).
2. Select Sales, then select anywhere within the Sales form content section.
3. Check the box next to Custom transaction numbers.
4. Select Save and then Done.
5. Open an invoice or any sales form, and in the Invoice no. field, enter the custom number or letter sequence you want to use for your forms. The sequence you set here applies to all sales forms.

That's all there is to it. I hope this helps get you back on track. If you have any other questions, please don't hesitate to reach out to our tech support team.

Have a great day.

How about automatic numbering for expenses and payments?

Hello bolnop,

Great question. I know the numbering of expense and payment transactions is just as important as customer transactions. I'm happy to go over how the numbering for these kinds of transactions works in QuickBooks Online.

Unlike the customer transaction counterpart, there isn't a way to set up automatic numbering for expenses. Even if you insert a number into the Ref No. field on the transaction, the next expense's number field will be blank, leaving you to fill it out again.

Bill payments are a bit different. The program will number these for you based on the last payment number used in the system or you can choose the number you'd like to use. When you go to the +New button and choose Pay bills, you can see the Starting cheque no. option at the top of the page. This will be the first number used on the payment transactions that you're choosing to pay and the others will automatically follow the sequence. You can change this number to something you'd like or leave it based on the previous transactions entered.

Other supplier transactions, such as cheques and purchase orders also follow the automatic numbering sequence and allow you to change the number to what you'd like if you need something different. For purchase orders, you'd simply have to toggle this option by going to the Gear icon, Account and settings, Expenses, and then selecting the Purchase order section. There, you'll see the option for custom numbers.

Feel free to share your thoughts about these options by following the steps outlined here: How do I submit feedback? This helps us as we continue to grow and develop the program by letting us know the features you'd like to better manage your books.

Have a great week.