Custom numbering for invoices, receipts, pledges, and statements

You can give your organization's documents their own numbering format — a prefix, a running number, and optional touches like the year or zero-padding. This lets your invoice, receipt, pledge, and donor-statement numbers match your accounting system or internal conventions.

Who can set this up

Organization administrators with full access. You'll find it under your organization Settings.

How to set up a numbering scheme

Go to Settings and open the Numbering tab.
You'll see a row for each document type: Invoice, Receipt, Pledge, and Donor Statement.
Turn on the Enabled switch for the type you want to number.
Fill in the format fields. The Next / Preview column shows exactly what your next number will look like as you type.
Click Save on that row.

Each document type has its own independent settings and its own running counter, so you can enable just the ones you need.

Field reference

Field	What it does	Example
Enabled	Turns numbering on for this type. When off, the document uses its default behavior.	On
Prefix	Text at the start of every number.	INV-
Separator	Character between parts of the number.	-
Date token	Optionally inserts the year or year + month.	yyyy → 2026
Suffix	Text at the end of every number.	(usually blank)
Pad width	Minimum digits; shorter numbers get leading zeros.	5 → 00042
Start value	The first number to issue. Set this to continue a sequence you already use.	1001
Next / Preview	Read-only. The next number that will be issued.	INV-2026-00042

Example

With prefix INV-, date token yyyy, separator -, and pad width 5, your invoices will be numbered:

INV-2026-00001, INV-2026-00002, INV-2026-00003, …

Where the numbers appear

Invoice number — on the invoice page and printable invoice.
Receipt number — on the donation receipt.
Pledge number — on the pledge record.
Statement number — on the donor statement.

Good to know

It applies going forward. A number is assigned when a new document is created after you enable it. Existing records aren't renumbered.
Numbers may occasionally skip. A number is reserved when a document is created; if that action is later canceled, the number isn't reused, so you may see an occasional gap. This is normal.
Editing the format doesn't reset the count. Changing the prefix or padding later continues from where it left off. Use Start value when first turning it on to choose where the sequence begins.
Turning it off returns that type to its default behavior and won't remove numbers already assigned.
Each type is separate — enabling Invoice numbering doesn't affect Receipts.