This article explains how to make QuickBooks Online automatically generate invoice numbers when you create invoices from HubSpot with ScaleXP Invoicing. If you have noticed that your invoices are missing an invoice number, the fix is a single QuickBooks setting. We will also show you how to set a custom number format or starting number.
How automatic invoice numbering works
QuickBooks Online has a setting called Custom transaction numbers. When it is on, you can free-type invoice numbers when creating invoices directly in QuickBooks. That is not helpful when you are generating invoices from HubSpot, because there is no number to type. When Custom transaction numbers is off, QuickBooks automatically generates an incrementing invoice number for you. It bases this on your last invoice, so if your last invoice number was 001, the next will be 002, and so on. For ScaleXP Invoicing to number your invoices automatically, this setting must be off.
How to change the custom transaction numbers setting
Your QuickBooks Online account may look slightly different, but follow these general steps.
- Log into QuickBooks and click the Cog in the top right of your screen to open the settings menu.
- Choose Account and settings.
- Select Sales from the sidebar.
- Find Custom transaction numbers in the top section. For ScaleXP Invoicing to generate invoice numbers for you, set this to off.
How to customize the invoice number format
QuickBooks Online always increments the invoice number based on the last created invoice (excluding any that were imported with invoice numbers already attached). So if you want to change the format, for example from 001 to INV-001, or start from a different number such as INV-2000, follow these steps:
- Using the steps above, set Custom transaction numbers to on.
- Create an invoice and type the invoice number format you want, for example INV-2000.
- Save the invoice. You do not need to send it, and you can delete it afterward.
- Using the steps above, set Custom transaction numbers back to off.
- Your next invoice will be generated with the following number, for example INV-2001.