Document numbering

Last updated: June 20, 2026

Learn the concept
This is the step-by-step. For what it is and how it fits the bigger picture, read Document Numbering in the reference.

Setup task

What this does

Document numbering sets the reference format for every document Cloudby creates, so your invoices, orders and the rest are numbered the way your business expects.

Open Document Numbering

Go to Menu > Settings > Maintenance > Document Numbering.

Document NumberingPrefixINVSeparator–FormatYY + Index▾Start1ExampleINV-26-000123
Building a document number simplified mockup

What to set, per document type

  • Prefix and Separator. The leading text and how parts are joined, for example INV and a hyphen.
  • Format. How the running number is built, such as year plus an index, or a plain number, with several patterns to choose from.
  • Starting index. Where the count begins.
  • Pre-assignment. Whether a number is given while a document is still a draft.

A live example shows the resulting reference as you set it up.

Good to know. Numbering is set for each document type, so quotations, invoices, purchase orders and payroll runs can each follow their own pattern.

Related

  • Units of measurement
  • Design document templates