How To Create Custom Invoice Numbers In WooCommerce?

In this blog post, learn how to create and customize WooCommerce invoice numbers. Learn how to set up a custom sequence with prefixes and suffixes.

Invoice numbers serve as unique identifiers for each transaction in your store, similar to WooCommerce order numbers, helping you track invoices for received orders. However, a random sequence of invoice numbers can cause confusion.

Creating a custom sequence of invoice numbers is essential for maintaining organized financial records, ensuring businesses can easily access transaction details when needed.

This article will help you create custom invoice numbers for WooCommerce invoices.

Let’s get started.

An invoice number is a unique identifier assigned to each invoice issued for a transaction. It helps businesses and customers track invoices of orders, making it easier to manage records, payments, and accounting. Using clear and structured invoice numbers ensures accurate record-keeping and simplifies the retrieval of transaction details when needed.

Invoice numbers play a crucial role in business operations for several reasons:

• Unique identification: Invoice numbers are unique identifier so it can be used to easily identify invoices of purchases. It simplifies the bookkeeping process and facilitates easy retrieval of information.
• 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 structured invoice numbering system helps prevent errors and duplication. Incorrect bills can cost your company a lot of time, money, and reputation as well. By having distinct invoice numbers, businesses can avoid confusion and maintain the integrity of financial records.
• Legal compliance: Many countries have laws that mandates the requirement of having a proper invoice numbering system. Invoice numbers provide essential information for tax regulations and auditing purposes.
• Offer a reputable and professional service: Even if there is no legal requirement to include invoice numbers in your location, customers expect them as reference numbers for transparency. It also showcase your professionalism.

Follow the below steps to create and customize invoice numbers for WooCommerce Invoices:

Step 1: Install WebToffee WooCommerce PDF Invoices Plugin

To create custom invoice numbers in WooCommerce, you can install the WebToffee WooCommerce PDF Invoices Plugin.

From the dashboard, navigate to Plugins > Add New. Search for the keyword ‘PDF invoices’ and identify the WebToffee plugin. You can then install and activate it.

Step 2: Customize Invoice Settings

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

Here, you will find a set of key features essential to set up a fully functional and professional WooCommerce invoice.

Read the article on how to set up a PDF invoice to know more.

Step 3: Create Custom Invoice Numbers In WooCommerce

You will find the options to personalize your WooCommerce invoice number on the General page of the tab Invoices.

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.

• Set invoice number using: You can use either the WooCommerce order number or a custom number series.
• If you enable the WooCommerce order number, the invoice number will become the same as the order number. However, the invoice number will have the additional prefixes and suffixes that you have specified. 
• If you enable the Custom number series you can specify the start number of the invoice. To update the start number, click on Reset and mention the specified WooCommerce invoice start number.
• For example, if you enter 5, the next invoice generated will have the invoice number 5, the one after that will have 6, and so on.

Invoice number format: Set the format for generating the invoice, such as [prefix] [number] [suffix].

• 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 Update Settings button.

In addition to the free variation, the WooCommerce invoice plugin is also available in a premium variation. Some of the key features of the premium plugin include,

• Auto-generate invoices, packing slips, and credit notes
• Show payment links on the invoice
• Add ‘Pay Later’ option at checkout
• Attach documents to selected order status emails
• Enable customers to print invoices & packing slips
• Customize document layout & properties
• Show product variation data
• Add custom data to documents
• Multiple display options for bundle products
• Group products by ‘Category’

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

After

Accurate and sequential invoice numbers are vital for maintaining precise records and facilitating smooth transactions. This blog has highlighted the importance of having invoice numbers for your online business.

By following the steps outlined here, WooCommerce users can effectively resolve any invoice number challenges and ensure proper record-keeping. Regularly monitoring your invoice numbers is crucial for identifying potential issues early and taking prompt action to avoid disruptions in your business operations.

The WooCommerce PDF Invoices and Packing Slips plugin can significantly streamline your processes, reducing redundant tasks and saving both time and resources. Thank you for reading, and happy invoicing!