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Invoice Number Ranges

Every invoice has a number. For example, the first client invoice that you create might be numbered 0001. InTime allows you to specify the range of numbers that is used to number your invoices.

Each different type of invoice has it's own range.

When you first set up InTime, you may wish to set the format of your invoice number range.

You can specify:

  • a prefix
  • a suffix
  • the current value which is the next number that will be used.
  • a padding value which adds zeros to the start of the number until it reaches the desired length.  For example, if this is set to 3 and the next invoice number is 1, the number part of the invoice would be "001".
  • the incremental step level of the numbering.  This will almost always be set to 1 so your invoice numbers are sequential.

How do I set up the invoice number range?

  1. Above the menu you will see > Number Ranges.
    InTime already has a list of pre-configured invoice types, (Advice Note, Client Invoice, Self Bill Invoice, and so on). Each of these already has a number range, beginning at 0000000001.  Please note that the following should not be altered: uk.co.revas.intime.invoicing.SupplierInvoice and Supplier Credit Note
  2.  Click one of the invoice types to edit it:

  3. In the Start Index field, set the first number in the sequence.
    Typically, your first invoice will be number 1. But if you need InTime to begin invoice numbers at a different number, enter it here. 

  4. In the Index Step field, enter the number by which invoices will increment.
    For example, if this field is set to 1, and the first invoice is numbered 0001, then the next invoice will be numbered 0002, the one after that will be numbered 0003, and so on.  This value is typically set to 1.

  5. In the Prefix field, you can enter a prefix for the invoice reference. This can be useful for identifying the invoice in a report, or in a list of invoices.
    For example, if all your invoices were identified by only a series of numbers, it would be difficult to identify which ones related to advice notes, which ones related to client invoices, and so on. The Prefix field will allow them to be prefixed with text such as ‘AN’.  When advice notes are generated, they would then be given the reference codes AN0001, AN0002, and so on.

  6. In the Suffix field, you can enter a suffix for the invoice.

  7. In the Padding Length field, specify how many zeros are used in the code. 

  8. Click Save.

Using Number Ranges

The number ranges increment sequentially which will ensure that you do not get duplicate invoice numbers for any one type of invoice but you must ensure that any changes you make would not lead to a situation where a duplicate can arise.  For example, if the current index was 100 and you changed it to 1 then you would get duplicate invoice numbers.  Typically you would not change the current index unless you were changing the prefix or suffix at the same time.

Many clients like to use one prefix for client invoices and another for self-bill invoices.  This allows you to quickly distinguish between different types of invoice.  Clients often use a suffix for credit notes, again allowing for the different types of invoice to be easily distinguished.

InTIME Entity Number Ranges

It is also possible to set up a automatic number range generator for Placements, Consultants, Clients, Managers, Workers. This means a reference is generated in your required format when you create these entities manually in the InTIME system. PLEASE NOTE: These shouldn't be used if you have front-end system integration.

Navigate to> Number Ranges, click Create at the top right and choose the entity and format of your reference generator, click Save.

Example placement reference generator below with prefix and padding.


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