How did you set up your invoice numbers? For example, how did you prefix the invoice number? I was considering just using INV-0001, INV-0002, etc. for simplicity. For estimates, EST-0001, EST-0002, ect. or, should I prefix with the client's initials such as RW-0001?

Alison

I set mine up like this 2010-0001, 2010-0002. Makes it easy for me to do searches based on the year and client. For Estimates I simply do 2010-E001, 2010-E002...

I currently do mine [client initials]-Year-Month ex. PIC-2010-01 or CHA-2010-02.

I may switch to Renee's method for 2010 though, since QuickBooks would automatically carry that numbering forward for me and I can find the invoice by looking at the client's QB file...

I use my client initials and have just kept numbering since the beginning (2118ABC). All invoices and client data are moved off my main computer at the end of each calendar year, so it's pretty easy to track.

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Pam Deyerle - Transcriptionist in Richmond, Virginia (18 years)
The Perfect Word Transcription Service

Thanks for sharing! I'm considering doing my invoice numbering like Renee. It's very simplistic and I like the idea of searching by year.

For you who use client initials, how does the numbering system work in the event of two clients having the same initials?

Alison

I am definately confused on how I have been doing my invoices and well think I am going to set a day to re-do this system. I like the year method definately easy for recalling the information as well as the EST - method.

I am going to research this as up until recently I have not had to really worry too much about invoicing methods other than those used by the VA's who outsourced or me or commission and those were done on a statement based on the clients numbering system that I carried over - but would not make searching easy the larger I get.

Thanks for all the ideas - would love to see what this thread brings in with more suggestions and feedback.

Thank you!

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Patricia Loehn : Owner / VA
American Virtual Associates

I use 0001, 0002, 0003 etc. It all depends on the accounting software you're using (you SHOULD be using accounting software).

Something you should remember in business - KISS (Keep It Simple Stupid). Basically it means don't complicate things that don't need to be complicated.

You will already have an idea of what numbering system you want to use - and some may work for you, others may not. Just try to think of problems you might face in the future - for e.g. if your extremely busy, a client rings you up to query an invoice - they rattle off the numbers to you, but if you don't catch it the first time you have to ask them to repeat it again (because you have to remember both letters and number).

I hope that helps (I know I'm 2 months late with this response LOL)

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Alice - My Virtual Me
info@myvirtualme.net | www.myvirtualme.net

I do the same Alice, although when I started my numbering from 100 so when I first started I didn't look "brand new" IYSWIM

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Bridie's Typing Services
Celebrating 10 years in biz

Yes I know exactly what you mean. I thought about doing that - but I chose to start from 1 LOL

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Alice - My Virtual Me
info@myvirtualme.net | www.myvirtualme.net

I use 0001, 0002 like Alice, but I used Freshbooks so updates each invoice number. I'm not too worried about invoice numbers because if I needed an invoice I can look up all the invoices for a client on Freshbooks. There's no way I was going to try to keep track of it on my own.

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Paulette R.
Romero Communications