Keeping records straight.
WHY NUMBERING MATTERS
Every invoice must be traceable.
Gaps and duplicates cause problems at year end.
A SIMPLE SCHEME
Sequential numbers, starting from one.
Or year and sequence: 2026-001.
WHAT TO AVOID
Numbers based on the date alone, which repeat Random numbers Starting again each month without a year prefix
WHAT TO NEVER DO
Reuse a number Delete an invoice
If an invoice is wrong, issue a credit note or a corrected invoice with a new number.
Deleting breaks the sequence and looks like concealment.
WHAT TO RECORD AGAINST EACH
What it was for When it was sent When it was paid How it was paid
WHERE TO KEEP THEM
Accounting software, or a spreadsheet plus the PDFs.
Both, backed up, off your own machine.
WHAT YOUR ACCOUNTANT WILL WANT
Every invoice, in order, with payment records.
