Quote and invoice IDs are a fundamental part of invoicing - while not really aesthetically important, they are highly visible, and are integral to accounting and organization for a business. You can customize your IDs in Paycove to ensure compliance with accounting regulations in your region, and also have more freedom over your invoicing process.
Customize Your Quote/Invoice IDs
By default, you will see the following displayed at the top of a quote or invoice: the word "Quote" or "Invoice" followed by "#," and then the ID number. This ID number is pulled in from your CRM. See the example below.
Whether it's due to regulations or simply preference, you can create a customized naming and numbering system within the template editor. Simply open any template, locate the Custom IDs section, and click Edit. A modal will open - we've added our own values in this example. Read on for descriptions of each section.
- Quote/Invoice Number Prefix - This is what will appear before the numbers itself. It can be anything you want - a word, phrase, or symbol. You are able to use Liquid code for the prefix and suffix as well, if desired. (More on that in the Advanced Customization section!)
- Quote/Invoice Number Suffix - Here you can choose to include a suffix. We've left it blank in this example.
- Space Separation - This refers to the symbol that will appear between the prefix and quote/invoice number. Note that enter a space using the spacebar will not save.
- Starting Numbers (Invoices) and Starting Numbers (Quotes) - These refer to the number itself. They are in two separate sections since you can customize each one. You can set the number at which you quotes and invoices will begin here. From there, they will count up with each quote or invoice created. Know that once you set this number, all existing and new quotes/invoices will reflect this change. So please be aware of that before making any updates.
- Use CRM's Deal Name as the Quote/Invoice Number - Check this box if you'd like to select this option.
Below is what our Invoices table now looks like, based on the values we entered. (Note that some invoice numbers may appear to be missing or out of order, and this depends on factors such as whether or not it began as a quote, and whether it was created in the CRM versus directly in Paycove.)
Note: The changes you make will be applied across ALL quotes and invoices, regardless of template. It may take several minutes for these changes to take effect.
Advanced Customization
Using an "if statement" with Liquid templating allows you to customize the name for quotes and invoices to be dependent on certain traits of the deals. For example, maybe you want the prefix of all quotes to state "QUO", and all invoices to state "INV". To do so, just add this line to your Quote/Invoice Number Prefix:
{% if deal.type == "invoice" %}INV{% else %}QUO{% endif %}
You can copy and paste the above code and use it as-is, or replace the two phrases with ones of your choosing. Learn more about Liquid syntax and "if statements" in this video.
Customize ID on Individual Quote/Invoice Only
To edit a specific quote/invoice number, open the particular quote/invoice in Paycove and edit the number. This will override the standard number established from the overall account rules.
If you'd like to learn about the Quote and Invoice table pages, then check out this article.
Need more assistance? Feel free to reach out to us at support@paycove.io, and we'd be glad to help.