How to fix invoice numbers in WooCommerce

How to fix invoice numbers in WooCommerce

Invoices are vital for any shipments as it is often used for accounting purposes. Also, the customers might ask for them especially since they are purchasing from an online business entity rather than from a physical storefront.

By default, WooCommerce tracks orders and displays basic information about the clients, including the names of customers. Since WooCommerce invoices are kind of limited, there are a lot of third-party plugins available to extend functionality.

Businesses use invoice numbers to identify sales and purchases from one another. It is also important to number your invoices as it helps differentiate your invoices correctly. Also, invoice management can become challenging if you have picked a number system that turns complex as you add more orders.

What do you do in that case? You will need to reset the invoice number’s numbering method. You can quickly create and reset invoice numbers with a third-party plugin of WebToffee’s PDF Invoices and Packing Slips Plugin for WooCommerce.

Why is an invoice number important?

Your company can benefit from correctly generated invoice numbers in the following ways:

  • Simple payment tracking.

If a business maintains a sequential numbering system, it will be simple for customers to locate an old invoice if any issues arise. Otherwise, both the buyer and the seller may have to spend a lot of time and effort locating it.

  • Avoid making duplicate payments.

A repeated or incorrect bill can cost your company a lot of time, money, and reputation as well.

  • Offer a reputable and professional service.

According to your location, your company might not be legally obliged to use invoice numbers. However, most customers still expect them to be present on invoices, as reference numbers ensure transparency. It also proves your professionalism.

  • Maintain accurate records of income for tax purposes.

The tax office can quickly compare invoices to the income of your company with the use of invoice IDs.

In light of the importance of an invoice number for your e-commerce business, let’s take a look at the Woocommerce PDF invoices/packing slips plugin settings to reset or create your invoice numbers

Steps to create/reset the invoice number in WooCommerce with PDF Invoice plugin (Basic version)

Step 1: Install the plugin

First, install and activate the plugin on your WooCommerce site. Read the article how to set up a PDF invoice to know more.

From the dashboard, navigate to Plugins > Add New. Type Pdf invoices in the search bar to install and activate the plugin.

Add new option for plugin in dashboard
Install the PDF invoices/packing slip plugin.

Step 2: Navigate to the Invoice settings

Navigate to Invoice/Packing > Invoice from your WordPress dashboard.

Invoice plugin basic version for invoice numbers in woocommerce

You can reset the invoice number in both the basic and pro version of this plugin.

Step 3: Navigate to the Invoice Number tab

Head on to the Invoice number tab. You can create a unique invoice number using a custom prefix, suffix, or number series, or you can even mirror the order number as the invoice number.

Invoice number tab setting in invoice settings

Set invoice number using – You can use either WooCommerce order number or custom number series.

If you enable WooCommerce order number :

Woocommerce order number option for invoice number in woocommerce

If you are enabling the Custom number series:

custom number series option in Invoice number tab in woocommerce

You can reset the Invoice Start number by clicking on the Reset button. You can also view the next invoice number under Preview.

changing the number series in invoice number tab

Invoice number format: Set the format for generating the invoice. For example, [prefix] [number] [suffix].

Invoice number format for invoice number
Adding prefix and suffix number format for invoice number

Invoice Number Prefix: Input a prefix value that will appear at the beginning of the invoice number. You can also enter any of the date formats or alphanumeric characters here.

Invoice Number Suffix: Specify the suffix that will appear at the end of the invoice number.

Invoice Length: Enter the total length of your preferred invoice number string, padded with zeros. For instance, enter an invoice number with a length of 7 and an initial number of 8091. then the freshly created number, padding with 3 zeros, will be 0008091.

After the necessary changes click the Save Invoice Number Settings button.

Create/reset the invoice number using the WooCommerce PDF Invoice plugin (Premium version)

For the pro version, WooCommerce PDF Invoices users, follow the instructions below to create/reset an invoice number.

Step 1: Install the plugin

Here you have to purchase, install & activate the WooCommerce PDF Invoices, Packing Slips, Delivery Notes, and Shipping Labels Pro plugin from the Add New plugin section.

Step 2: Navigate to the Invoice settings

Navigate to Invoice/Packing > Invoice from your WordPress dashboard.

pdf Invoice/packing option in the pro version of the plugin

Step 3: Navigate to the Invoice Number tab

Head on to the Invoice number tab. You can create a unique invoice number using a prefix, suffix, or number series, or you can even mirror the order number as the invoice number.

Invoice number tab in invoice settings

Invoice number format: Configure the format for generating the invoice number as similar as in basic version.

Use the order number as invoice number: To use the order number as the invoice number, select Yes. Select No and fill up the relevant areas with the essential information to obtain a personalized invoice number.

If Yes to order numbers as invoice numbers:

Using order number as invoice number to fix invoice number in woocommerce

If it’s No to the order number as invoice number:

when not using order number as invoice number to reset invoice number

Invoice Start Number: Enter the Invoice Start Number – click on the Reset Invoice no button and enter your desired invoice number as similar to that in the basic version.

After the necessary changes, click the Save Invoice Number Settings button.

Sample Invoice

For example, say the prefix is SC and the suffix is the UK.

Using the above configuration, let’s look at the invoice number before and after resetting the invoice number.

Before

Before resetting the invoice number in woocommerce

After

after resetting the invoice number in woocommerce

Final Words

And that’s a wrap on how to fix the invoice number in the WooCommerce guide!

By using the WooCommerce PDF Invoices/Packing slips plugin, you’ll eliminate much of the redundant work you do daily, saving both time and resources.

In addition to this, you’ll be able to customize your invoices to wow your customers.