Adjusting the document number for a new calendar or fiscal year

The transition to a new calendar year often marks the beginning of a new fiscal year for many businesses. It is common practice to include the year in the invoice numbering and to reset the counter to 1 at the start of the (fiscal) year. You can do this in three ways.

1. Automatically: the “Update year number?” pop-up

Does your numbering contain a year? Then from 1 January onwards, when you create the first document of the new year, the “Update year number?” pop-up appears. It shows your current and your new numbering and offers two choices:

• Yes, update to [year]: the year in your numbering is replaced by the new year and the counter is reset to 1, keeping the same format. For example: FA2025-00125 becomes FA2026-00001.
• No, keep current: your numbering stays unchanged, useful if you first want to create a few more documents for the old fiscal year, or if your fiscal year does not coincide with the calendar year.

⚠️ Note: whichever choice you make, the question will not be shown again this calendar year for that document type. If you choose “No” and later want to update after all, do so via Preferences (see below).

The pop-up appears separately per document type: among others invoices, proformas, credit notes, quotes, purchase orders, delivery notes, projects and purchase slips each have their own numbering and therefore their own prompt.

2. Via settings

You can always adjust the starting number yourself:

1. Click on your name in the top right corner and go to Preferences
2. Adjust the Invoice starting number field (each document type has its own starting-number field)
3. Click Save

The next document you create will follow the new numbering.

3. Manually per document

The document number can also be adjusted directly when creating a document: simply change the Number field. The system accepts this change immediately and continues counting from that number.

⚠️ Important

Our system determines the “most recent document number” partly based on the length of the number. Therefore, make sure your new number contains at least as many digits as the old one and keep the format consistent, to avoid jumps in your numbering. Still stuck? Contact us at help@clouddematinvoicing.be.