How do you prevent duplicate invoice numbers when using multiple systems or platforms?

1 Use a centralized invoicing system

One of the best ways to avoid duplicate invoice numbers is to use a centralized invoicing system that integrates with all your other tools and platforms. A centralized invoicing system can automatically generate and assign invoice numbers based on your preferences and rules. It can also sync with your accounting, project management, and payment software, so you can track and manage your invoices from one place. You can also access and update your invoices from any device and share them with your clients online.

2 Add prefixes or suffixes to invoice numbers

If you use different systems or platforms for different types of invoices, you can add prefixes or suffixes to your invoice numbers to distinguish them. For example, you can use letters, symbols, or abbreviations to indicate the service, project, client, or platform that the invoice relates to. For instance, if you use PayPal for some invoices and Stripe for others, you can add PP- or ST- before your invoice numbers. This way, you can avoid confusion and duplication while maintaining a sequential order.

3 Use date-based invoice numbers

Another option to prevent duplicate invoice numbers is to use date-based invoice numbers that include the year, month, and day of the invoice creation. For example, you can use the format YYYYMMDD-NN, where NN is a two-digit number that increments for each invoice of the same date. For instance, if you create three invoices on June 15, 2021, you can number them as 20210615-01, 20210615-02, and 20210615-03. This method can help you avoid duplication and also keep track of your invoices by date.

4 Use a random number generator

If you want to use a more random and unique approach to invoice numbering, you can use a random number generator to create invoice numbers. A random number generator can produce a series of numbers that are unlikely to repeat or match with other systems or platforms. You can use online tools, apps, or formulas to generate random numbers for your invoices. However, you should also keep a record of your invoices and their numbers, so you can verify and reference them later.

5 Check for duplicates before sending invoices

Finally, you should always check for duplicates before sending your invoices to your clients. You can use a spreadsheet, a database, or a software tool to store and search your invoice numbers. You can also use filters, sorting, or formulas to identify any duplicates or gaps in your invoice numbering. If you find any duplicates, you should correct them before sending your invoices. You should also communicate with your clients and inform them of any changes or updates to your invoice numbers.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?