Poll: What is your usual invoice number format? Thread poster: ProZ.com Staff
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This forum topic is for the discussion of the poll question "What is your usual invoice number format?".
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| Client number followed by invoice number | Mar 24, 2023 |
I assign a number to each client and then my invoice number is the client number followed by the invoice number (e.g. client No. 5 and invoice No. 10 for this client will be 5.10).
[Edited at 2023-03-24 08:37 GMT]
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Samuel Murray 
Netherlands
Local time: 22:40
Member (2006)
English to Afrikaans
+ ...
| 230131-ABC-31001 | Mar 24, 2023 |
- Date (6 digits)
- hyphen
- Client code (3 letters)
- hyphen
- Year code (2 digits)
- Consecutive number (3 digits)
Local tax laws require me to have consecutive numbers for invoices, but the numbers can start at any number on 1 January (and may not overlap with any numbers of previous years), so I just increment the year code by 1 each January and reset the last three numbers as 001.
If a client wants me to type in the invoice number, and... See more - Date (6 digits)
- hyphen
- Client code (3 letters)
- hyphen
- Year code (2 digits)
- Consecutive number (3 digits)
Local tax laws require me to have consecutive numbers for invoices, but the numbers can start at any number on 1 January (and may not overlap with any numbers of previous years), so I just increment the year code by 1 each January and reset the last three numbers as 001.
If a client wants me to type in the invoice number, and it doesn't allow all the characters, I just enter the last 5 digits.
The date code relates to the date of the deadline of the job. For invoices spanning multiple jobs, I may use a date code like 230100, etc.
[Edited at 2023-03-24 08:54 GMT] ▲ Collapse
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jyuan_us
United States
Local time: 16:40
Member (2005)
English to Chinese
+ ...
| Doesn't matter | Mar 24, 2023 |
As long as your invoice # is unique, the client doesn't care about its format at all. You can use 1 digit or 10 digits.
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neilmac
Spain
Local time: 22:40
Spanish to English
+ ...
In alphabetical and numerical order.
For example, my first invoice of this year would be something like A-0001-K23 (K23 = 2023).
When I get to the end of the alphabet, I start again like this: 2A-0027-K23, 2B-0028_K23... and so on.
This way, it is easier for me to find them when necessary.
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| Year + invoice number | Mar 24, 2023 |
The number format of my invoices is year followed by the sequential position of the invoice. Invoices are filed by year + invoice number + client name.
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| Probably the most common option isn't mentioned ... | Mar 24, 2023 |
Year and serial number. I'm at 2023024 now.
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| 1, 2, 3, 4... | Mar 24, 2023 |
I can't see any reason to make it more complicated.
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Kay Denney
France
Local time: 22:40
French to English
Client initials + date, + letter to specify estimate or invoice + number because I do still have clients who ask for more than one translation in a month without adding them all up
SC0323-F01
I used to do F0323-SC01 but changed this year so that everything would be listed in numerical order and the estimate would also be right next to the corresponding invoice.
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Simon Sobrero
United Kingdom
Member (2004)
Italian to English
+ ...
| payment institution name PLUS sequential numbers (plus a, b, c if there was a problem or an extra) | Mar 25, 2023 |
Adding the payment institution name e.g. PayPal, XXX Bank, allows me to quickly see which account the payment went into.
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Tom in London
United Kingdom
Local time: 21:40
Member (2008)
Italian to English
| Tax authorities | Mar 25, 2023 |
Here in the UK, the tax authorities are flexible in relation to this criterion, so so long as the numbering system is credible.
In my case, I use a system based on each client and the calendar year in which the invoice is issued.
This means that each invoice has a unique sequential identifier. For example:
Invoice Pallino 02/2023
Invoice Pallino 03/2023
Invoice Caio 11/2023
Invoice Caio 01/2024
and so on.
[Edited at 2... See more Here in the UK, the tax authorities are flexible in relation to this criterion, so so long as the numbering system is credible.
In my case, I use a system based on each client and the calendar year in which the invoice is issued.
This means that each invoice has a unique sequential identifier. For example:
Invoice Pallino 02/2023
Invoice Pallino 03/2023
Invoice Caio 11/2023
Invoice Caio 01/2024
and so on.
[Edited at 2023-03-25 14:09 GMT] ▲ Collapse
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IrinaN
United States
Local time: 15:40
English to Russian
+ ...
| Maybe a slight complication :-) | Mar 25, 2023 |
Ice Scream wrote:
I can't see any reason to make it more complicated.
1,2,3 but I start anew for each client each year. After trying an uninterrupted sequential method, I found individual annual records more convenient. Quicken not only doesn't mind duplicate numbers after a polite clarifying question, but helps to single out full list of invoices for each client without keeping separate invoice folders on the c: drive.
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Zea_Mays
Italy
Local time: 22:40
Member (2009)
English to German
+ ...
| Year/Country/Sequential Number | Mar 25, 2023 |
For example:
2023/UK/001, 2023/DE/002, 2023/ES/003, 2023/UK/004...
For file names I use the format: 2023 001 UK Client name, 2023 002 DE Client name, 2023 003 ES Client name...
Tax authorities require consecutive invoice numbering.
[Bearbeitet am 2023-03-26 10:18 GMT]
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Client Name followed by year, then number (for that client).
Suárez2023.3 means that this is my third job this year for Suárez.
~Jane
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