Configure the settings and numbering of quotes and invoices

Before your team creates quotes and invoices, an administrator configures the feature: which documents to activate, how they can be edited once sent, and how they are numbered.

To learn how to use the feature itself, see our article on creating and using quotes and invoices.

Important: Only admins can configure this feature. If you are not an admin, contact your admin to set it up and activate it for you.

How do you open the quotes and invoices settings?

Follow these steps:

1. Click your avatar at the top right.

2. Go to Admin panel > Sales process > Quotes and invoices > Settings and numbering.

Which documents and mode can you activate?

On this page, you set up the core options of quotes and invoices:

• Activate Quotes, Invoices, or both.

• Choose between Strict and Flexible modes to control how quotes and invoices are handled once sent.

What is the difference between Strict mode and Flexible mode?

• Strict mode: sent documents are locked for edits, ensuring data integrity and compliance. Only drafts can be modified.

• Flexible mode: sent documents can still be updated (for example, to change an address), giving you more control over evolving project needs.

Best practice: Choose Strict mode if your business needs locked records for compliance or industry regulations, for example a law firm that must not alter invoices once sent. Choose Flexible mode if you often adjust documents after sending them, for example a design agency that updates addresses or contact details on sent quotes.

What is Live mode?

Live mode turns your quotes and invoices into official documents with an irreversible numbering system, ensuring compliance with legal standards.

You must activate Live mode separately for quotes and for invoices.

Caution: Activate Live mode only after you have completed the setup and created a few draft documents to check your settings. This change is irreversible.

Which invoice types are available?

Set up and understand the invoice types that match your billing needs:

• Standard invoice: regular invoice for completed services or products.

• Deposit invoice: request an upfront payment on a project.

• Final invoice: summarizes all payments made, showing the balance minus deposits.

• Credit notes: adjust invoices for returns, cancellations or corrections.

How do you set up the numbering of quotes and invoices?

Define the numbering pattern of your quotes and invoices with the following options. The pattern applies separately to quotes and to invoices.

• Type variable: choose a prefix for the type (for example, "INV" or "INVOICE").

• Order and format: arrange the pattern as you wish. For example, <type>/<yyyy><mm>-<count> produces INV/202405-0001.

• Optional text: add your own text to personalize the pattern. For example, ACMECORP-<type>/<yyyy><mm>-<count> produces ACMECORP-INV/202405-0001.

• Starting number: define the initial number for each document type.

• Counter size: specify the minimum number of digits (for example, 0001 or 0000001).

• Annual reset: optionally reset the numbering every year when your pattern uses the year. This is useful for companies with a high volume of documents or fiscal year based tracking.

Caution: The numbering pattern can't be changed once the first document is issued. Check it carefully before you issue your first quote or invoice.

Note: To update the amount and status of your leads automatically based on your quotes and invoices, set up the automations on the Automations page of the quotes and invoices settings. They are detailed in our article on automations with quotes and invoices.