Set your invoice numbering and template
Learn how to customize your invoice numbers and choose a default template to maintain consistent, professional branding.
This guide explains how to set a custom invoice numbering sequence and choose a default invoice template. Consistent numbering and branding make your invoices look professional and easy to track.
Setting a numbering system helps you and your clients reference specific invoices. Choosing a default template ensures every invoice you send has a consistent look and feel that reflects your brand.
Before you start
- You must have Admin or Owner permissions for your organization to access these settings.
Set your invoice number sequence
You can define a prefix and a starting number for all future invoices. This helps you organize invoices and can be useful for matching records in other accounting systems.
- Navigate to Settings → Invoices & Quotes.
- Find the Invoice Numbering section.
- In the Prefix field, enter any text you want to appear before the number. Common prefixes include
INV-or the current year, like2024-. This field is optional. - In the Next Number field, enter the number you want your next created invoice to have. For example, if you want your next invoice to be number 1001, you enter
1001. - Click Save Changes.
⚠️ Heads up: Changing the prefix or next number does not renumber existing invoices. It only affects new invoices you create from this point forward.
Choose a default invoice template
AtomicSam provides several templates to control the layout of your invoices. You can set a default that applies to all new invoices, but you can also override it on a case-by-case basis.
- Navigate to Settings → Invoices & Quotes.
- Scroll to the Templates section. You will see previews of the available designs.
- Review the options to see which best fits your business.
| Template | Best For | Key Feature |
|---|---|---|
| Classic | Traditional service businesses | A clean, formal layout that clearly separates line items and totals. |
| Modern | Creative and tech agencies | A contemporary design with more whitespace and brand color accents. |
| Compact | High-volume or simple jobs | A condensed layout that fits more information onto a single page. |
- Select the template you want to use as the default for all new invoices. A blue border will confirm your selection.
- Your choice is saved automatically.
💡 Tip: When you create or edit an invoice, you can choose a different template from the Template dropdown before you send it.
Good to know
- Invoice numbers must be unique within your organization. AtomicSam prevents you from saving an invoice with a duplicate number.
- You can edit the invoice number on any Draft invoice. Once an invoice has been sent or has a payment recorded against it, the number is locked to protect your financial records.
- If you connect to an accounting integration like Xero or QuickBooks Online, your invoice numbering may be controlled by that system instead. Check your settings in Settings → Integrations to confirm.
- The logo and business address that appear on your invoices are managed in Settings → Organization Details.