Invoice and Employee Numbering How to build invoice and employee reference formats per hub, control the sequence, and add stationery, a seal and payment terms.

Both numbering systems live on the hub, under Settings, Hubs, Hubs, because both need to be unique per legal entity. Open a hub and expand Invoice Settings or Employee Numbering.

How A Format Works

You give two things: a prefix and a format. The format is a template with placeholders, and the surface shows you a live preview of the next number as you type - so you never guess.

Placeholder	Becomes
{prefix}	Whatever you typed in the prefix field
{hub}	The hub's slug (employee numbering only)
{YYYY}	Four-digit year
{YY}	Two-digit year
{MM}	Two-digit month
{SEQ}	The next number, unpadded
{SEQ:N}	The next number padded to N digits

{SEQ:6} on sequence 41 gives 000041. {SEQ} gives 41.

The default invoice format is {prefix}-{YYYY}-{SEQ:6}, which with prefix INV produces INV-2026-000042.

Invoice Settings

Numbering

1. Set the prefix. Use something that identifies the entity if you invoice from more than one, so DXB and LON rather than INV twice.
2. Set the format.
3. Check the preview underneath, which shows the exact next number.
4. Decide on annual reset.
5. Save. The current sequence value is shown beside the button.

Reset sequence annually returns the first invoice of each year to 1. Some jurisdictions require it for statutory filing - Saudi Arabia and India among them. If yours does not, leave it off and keep a continuous sequence, which makes reconciliation simpler.

Payment

• Default terms (days) - how long a customer has to pay. Sets the due date on new invoices from this hub.
• Late fee % - the percentage applied to overdue invoices.
• Default payment instructions - free text that prints on the invoice. This is where wire instructions and a "reference the invoice number" note belong.
• Legal footer - jurisdiction-specific text. This is where a statutory declaration goes, such as naming the VAT law the invoice is issued under.

The legal footer is per hub for a reason: a UAE entity and a UK entity need different statutory wording, and one shared footer would be wrong for at least one of them.

Branding

Two uploads, both per hub:

• Stationery - the letterhead the invoice is rendered onto.
• Seal - a stamp or signature image applied to the document.

These sit on top of the organisation-wide logo and colour from Branding. Use them when a specific entity has its own letterhead.

Employee Numbering

The same mechanics, applied to employee codes. The {hub} placeholder is available here, so a code can carry the entity it belongs to.

1. Set the prefix - commonly the company initials.
2. Set the format. A common shape is {prefix}-{hub}-{SEQ:4}, producing ACME-DXB-0007.
3. Check the preview, labelled "Next employee code".
4. Decide on annual reset.
5. Save.

Reset sequence annually starts the first hire of each year back at 1. This is uncommon - most workspaces prefer a continuous sequence so an employee code implies seniority of joining, and the note under the switch says so.

Common Questions

Can I set the next number manually? The current sequence is displayed but not editable here. If you are migrating from another system and need to continue an existing sequence, contact support before issuing your first invoice.

Two hubs produced the same invoice number. They will, if both use the same prefix and format - the sequences are independent per hub. Distinguish them in the prefix or with {hub}.

Where does the tax number on the invoice come from? The hub's tax registration, not the numbering settings. See Hubs.