Configure Document Numbering
Numbering sequences (or “series”) allow you to define the format used to number your documents. You can have multiple series for each document type and customize prefixes, suffixes, and formats.
What are Numbering Sequences for?
Numbering sequences determine how the progressive number appears on your documents:
1/2025- Simple number with yearINV-2025-0001- With prefix and padding20250203-0001- With full dateOFFICE-A/001- With custom prefix
Practical example: You run two activities under the same VAT number: consulting and training. You can create two series: one with prefix “CONS” for consulting invoices and one with prefix “TRAIN” for courses.
Supported Document Types
You can configure separate numbering for:
| Type | Description |
|---|---|
| Invoice (TD01) | Standard invoices |
| Credit Note (TD04) | Credit notes |
| Deferred Invoice lett. a (TD24) | Invoices with delivery notes |
| Deferred Invoice lett. b (TD25) | Invoices for ongoing services |
| Quotation | Commercial offers |
| Proforma | Proforma invoices |
| Service Report | Work reports |
Access the Configuration
- Log in to FatturaSmart
- Click on Profile in the sidebar menu
- Select Numbering
You’ll see all document types grouped in expandable panels. For each type, the number of configured series is displayed.
Create a New Series
- Expand the panel for the desired document type (e.g., “Invoice”)
- Click “Add series”
- The configuration panel will open
Fill in the Fields
| Field | Required | Description |
|---|---|---|
| Series name | ✅ Yes | Series identifier (e.g., “Standard”, “Milan Office”) |
| Choose format | ✅ Yes | Select a preset or “Custom” |
| Custom template | Only if custom | Format with tokens (e.g., {prefix}{year}-{number}) |
| Prefix | No | Text before the number (e.g., “INV”, “OFFICE-A”) |
| Suffix | No | Text after the number (e.g., “/US”, “-REV”) |
| Minimum digits | No | Zero-padding of number (default: 4 → 0001) |
| Starting number | No | Which number to start from (default: 1) |
Available Tokens
Tokens are placeholders that get replaced with actual values:
| Token | Description | Example |
|---|---|---|
{number} | Progressive number | 1, 2, 3… |
{number:4} | Number with minimum digits | 0001, 0002… |
{year} | 4-digit year | 2025 |
{year:2} | 2-digit year | 25 |
{month} | 2-digit month | 01, 02… 12 |
{day} | 2-digit day | 01, 02… 31 |
{prefix} | Configured prefix | INV, CONS… |
{suffix} | Configured suffix | /US, -A… |
Format Presets
FatturaSmart offers 7 predefined formats:
| Preset | Template | Example |
|---|---|---|
| Number only | {number} | 0001 |
| Number/Year | {number}/{year} | 1/2025 |
| Year-Number | {year}-{number} | 2025-0001 |
| Prefix + Number | {prefix}{number} | INV0001 |
| Prefix + Year + Number | {prefix}{year}-{number} | INV2025-0001 |
| Date + Number | {year}{month}{day}-{number} | 20250203-0001 |
| Custom | Free | Any combination |
Live preview: While configuring the series, you’ll see a preview of the next number that will be generated.
Edit an Existing Series
- Expand the panel for the document type
- Find the series you want to edit
- Click on the series row to open the editor
- Modify the desired fields
- Click “Save”
Warning: Modifying the template of an already-used series can create discontinuity in numbering. Previously issued invoices keep their original number, but new documents will use the new format.
Set a Series as Default
Each document type has a default series (indicated with ★). When you create a new document, the default series is automatically selected.
To change the default series:
- Expand the panel for the document type
- Find the series you want to make default
- Click the star button (★) next to the series name
- You’ll see the message: “Series set as default”
Delete a Series
- Open the editor for the series to delete
- Click “Delete series” at the bottom of the panel
- Confirm the deletion
Note: Deletion is a deactivation (soft-delete). Documents already issued with that series retain their numbering.
How It Works During Document Creation
Automatic Selection
When you create a new document:
- The default series for that type is automatically selected
- The system retrieves the last number used for that series in the current year
- The next progressive number is proposed
Manual Series Change
In the document creation/edit form:
- Find the “Series” field in the general data section
- Open the dropdown to see all available series
- Select the desired series
- The progressive number automatically updates to the next available for that series
Document Number
The number field shows the progressive number extracted from the series. You can modify it manually, but this carries risks (see responsibility section).
Filter Documents by Series
In the Issued Invoices list, you can filter documents by series:
- Go to Invoices → Issued
- Use the “Series” filter in the filter bar
- Select the desired series
- The list will show only documents from that series
Usefulness: The series filter is particularly useful if you have multiple activities or offices using different series. You can quickly analyze documents from each one.
Responsibility for Numbering
Correct numbering of fiscal documents is the user’s responsibility. FatturaSmart provides tools to manage numbering, but the user is responsible for ensuring that:
- Numbering is progressive and without gaps
- There are no duplicate numbers in the same series
- The format complies with current fiscal regulations
FatturaSmart does not perform automatic checks for:
- Gaps in numbering (e.g., jumping from 5 to 7)
- Documents with the same number
- Format compliance with industry regulations
In case of numbering errors, the user is solely responsible for any fiscal and legal consequences.
Common Causes of Numbering Errors
| Problem | Cause | How to Avoid |
|---|---|---|
| Numbering gap | Draft deletion, manual modification | Always verify the sequence before issuing |
| Duplicate numbers | Manual number modification | Don’t modify the suggested number without reason |
| Format change mid-year | Template modification after issuing documents | Create a new series instead of modifying the existing one |
Best Practices
- ✅ Use the default series for most documents
- ✅ Create separate series for different activities or offices
- ✅ Always verify the progressive number before issuing
- ✅ Never modify the template of an already-used series
- ❌ Never skip numbers intentionally
- ❌ Never use the same number for different documents
Annual Counters
Each series maintains separate counters per year. This means:
- In January 2025, it restarts from 1 (or the configured starting number)
- The December 2024 counter remains stored
- You can have “Invoice 150/2024” and “Invoice 1/2025” in the same series
In the series configuration, you can see the “Last generated number” field showing the last number used for the current year.
Common Use Cases
Different Activities Under the Same VAT Number
| Series | Prefix | Use |
|---|---|---|
| Consulting | CONS | Consulting invoices |
| Training | TRAIN | Course invoices |
| Products | PROD | Product sales |
Multiple Office Locations
| Series | Prefix | Use |
|---|---|---|
| New York Office | NY | New York documents |
| LA Office | LA | Los Angeles documents |
| Chicago Office | CHI | Chicago documents |
Distinction by Client Type
| Series | Prefix | Use |
|---|---|---|
| Standard | - | Regular clients |
| Enterprise | ENT | Enterprise clients with contracts |
| Government | GOV | Government agencies |
Frequently Asked Questions
Can I change the format of an existing series?
Technically yes, but it’s discouraged if you’ve already issued documents. Instead, create a new series with the desired format and set it as default.
What happens if I delete a document?
The number remains “occupied” in the counter. If you delete invoice 5, the next one will be 6. This can create a gap in numbering, which you’ll need to justify in case of a fiscal audit.
Can I have multiple default series?
No. Each document type can have only one default series. However, you can manually select a different series during document creation.
Are numbering sequences separate by document type?
Yes. Invoices (TD01), credit notes (TD04), and other types have completely separate counters. You can have “Invoice 1/2025” and “Credit Note 1/2025” without conflicts.
What does “Minimum digits” mean?
It’s the zero-padding applied to the number. With 4 minimum digits:
- 1 becomes 0001
- 12 becomes 0012
- 123 becomes 0123
- 1234 stays 1234
Can I start from a number other than 1?
Yes. Use the “Starting number” field when creating the series. Useful if you’re migrating from another software and want to continue from the existing numbering.
Next Steps
After configuring numbering:
- Create your first invoice and verify the number is correct
- If you have multiple activities, create separate series with distinctive prefixes
- Customize invoice templates to add your logo and company details
Need Help?
If you have questions about configuring numbering:
- WhatsApp: +39 351 410 2536
- Email: info@fatturasmart.com
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