Customise transaction numbers on a sales form in QuickBooks

Learn how to customise transaction numbers on your sales forms in QuickBooks Online. By enabling the custom transaction numbers feature, you can set your own numbering preferences for invoices and other sales forms. This feature is activated by default, but if you prefer QuickBooks to automatically assign numbers, you can turn it off.

This article is for customers who use QuickBooks Online (Simple Start, Essentials, and Plus).

To have the option to use your own invoice numbers, make sure Custom transaction numbers is on in your settings, then select Save and Done (Take me there).

Setting your numbering preference

1. Go to Settings and select Account and settings.
2. Select Sales, then select anywhere within the Sales form content section.
3. Turn on Custom transaction numbers.
4. Select Save, then select Done.
5. Go to Sales and select Invoices (Take me there).
6. Open an existing invoice or any sales form or select Create invoice to create a new one.
7. In the Invoice no., enter the custom number or letter sequence you want to use. This sequence will apply to all sales forms.
8. Select Save and close.

Note: To maintain consistency in your custom invoice numbers, it's recommended to turn off the Custom transaction numbers feature after setting up. This prevents accidental changes. Your invoice numbers will still appear on your customers' invoices.

Change an invoice number

Turning custom transaction numbers on or off

1. Go to Settings and select Account and settings.
2. Select Sales, then click within the Sales form content section.
3. Toggle Custom transaction numbers on or off.
4. Select Save, then select Done.

What's next?

• Learn how to add custom fields. Include extra details like PO numbers or customer types on your sales forms. 
• Explore more options for customising invoices, such as adding logos and changing templates.

• Create invoices in QuickBooks Online