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Setting up Invoice Prefixes and Numbers in Operate
Setting up Invoice Prefixes and Numbers in Operate

Configure Invoice Prefixes and Numbers for Your Organization, Locations and Client Types in essensys Operate

Stuart avatar
Written by Stuart
Updated over a week ago

Operate allows you to set up your own invoice numbers, which you can then use when billing customers.

There are three ways to assign prefixes and numbers to your invoices: One involves configuring your general prefix and starting number, in the Operate Settings; another requires you to add an invoice prefix to each of your Locations; while a third method allows you to set up prefixes for client types. 

Good to Know

Invoice numbers are independent of prefixes and will continue with the next number regardless of the prefix. 

Please avoid using symbols such as '/' within prefixes as they are not supported. 

What we call 'Invoice Numbers' or 'Invoice Prefixes' are also used by Credit Notes, in the same manner described below.

The Prefix can't be "0".

Adding a General Invoice Prefix and Number

By adding a general invoice prefix and number, you are providing Operate with information that you want added to your invoices when generating them. The prefix you add here will be used for all locations that do not have a prefix of their own, while the number is the one with which your invoices will start to be numbered. For example, 

Please Note: Operate starts numbering invoices from the number following the one you set. if you have already reached invoice number 100 in your business, for example, you can add 100 as a number and Operate will be numbering your invoices starting with 101. If you are starting with your first invoice, enter 0 as a number and Operate will start from 1. 

You can set a number to start from, while leaving the prefix blank if you haven't been using one before working with Operate. However, the number cannot be blank.

To add this information, simply follow these steps: 

  1. Get started by going to Settings > General > Customize > Invoices. 

  2. Select Invoice Numbers and click New,

  3. Add your invoice Prefix and Number. The number should be the one at which you wat to start the automatic numbering of your invoices.

  4. Save your changes. 

Adding Location Specific Invoice Prefixes

You can set your location prefixes on the Location page or during the Operate Getting Started Wizard.

To add a prefix on the Location page, simply create a new location (if licensed) or edit an existing one under Space > Locations.

Scroll down to Site Financial Information and add your preferred location invoice prefix in the corresponding field.  

Save your Location to enable the change. 

If you do not see the Invoice Prefix field, please add it by editing the Location Page Layout. To do so, go to Settings > General > Customize > Locations > Page Layouts. Then search for the Invoice Prefix field and drag it onto the page, in any area you prefer. Read more about customizing page layouts in Operate

Please note that the Location Prefix takes priority over the general one, configured in the Settings. Therefore, if you need to change the prefix for any particular building, please do so within the Location page. When changing prefixes, invoice numbering will continue with the next invoice number, across all locations. 

Adding Invoice Prefixes to Client Types

If you want to assign separate prefixes to different client types, you can do so by going to Settings > General > Organizations > Client Types; where you can select the desired client type and add the prefix.  

Please note: The Client Type Prefix takes priority over the general and location specific prefixes. If a certain client type does not have a prefix, then it will receive the one assigned to the location. If there is no prefix on the location either, then it will receive the general one.

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