Banqup's Document Creator generates the numbering of your sales invoices and credit notes automatically. Set it up before creating your first document. Then, all documents created on Banqup will get a sequential number automatically.
Setting up the numbering
To configure document numbering, go to Document Creator, click the cogwheel icon in the top-right corner, then click Document numbering.
Numbering is configured separately for Invoices, Credit notes, and Quotes. Use the tabs at the top to switch between them.
Default series
Each document type has a default series pre-filled and marked with the Default toggle. The default is the series automatically applied to a new document if you don't choose another one.
To edit the default series:
Click the edit icon next to the series name to rename it.
Set the Series field (the prefix + variables that build the number, e.g.
INV-{current_year}-{digits:5}).Set the Number field (the starting value, e.g.
1).Save your changes.
A preview below the form shows what your next document number will look like (for example: INV-26-00001).
Adding extra series
You can define several series for the same document type. This is useful if you need separate sequences for different departments, branches, or sales types (for example, one series for retail invoices and another for wholesale invoices).
To add a new series:
Click + Add series in the top-right corner.
Give the series a name.
Configure its Series and Number fields as above.
Save.
Only one series per document type can be set as Default at a time. Switch the default toggle on a series to make it the new default.
Dynamic variables
You can include variables in the Series field to make the numbering dynamic. Click a variable tag to add it to the sequence; each variable can be used once. Available variables:
{current_year}: the current year (e.g.26for 2026).{digits:N}: the customisable incrementing document number. EditNinside the tag to adjust how many digits are used (e.g.{digits:5}produces00001,00002, etc.).
The full series (prefix + variables + number) cannot exceed 20 characters.
Important notes
You must set up the numbering before creating your first document.
Each document type (invoice, credit note, quote) has its own series.
The document number is only generated when you send the document to a customer.
Once a series has been used on a sent document, its configuration is locked to preserve accounting integrity. You cannot change a locked series; create a new series instead if you need to change the format.
⚠️ The number field must contain only numeric characters. Non-numeric characters in the number field can prevent you from sending your documents.
Selecting which series to use on a document
When you create a new invoice or credit note in Document Creator, the Invoice number dropdown (or Credit note number for credit notes) lets you pick which series to apply.
Open the Document Creator and create a new sales invoice or credit note.
In Invoice details, click the Invoice number dropdown.
Select Default to use the default series, or pick one of the other series you've configured.
If only one series exists for the document type, no dropdown is shown and the default is applied automatically.
Note: The first time you pick a series that no document has used yet, Banqup shows this message: New invoice sequence. The selected Invoice sequence number has not been used yet. Go to the Document numbering settings menu to verify your invoice sequence number or save and send the document to start using it. This is not an error. It only confirms the series is new.
Open the settings > Document numbering to check the number, or just save and send the document to start the sequence. For credit notes, the same message refers to the credit note sequence.
Frequently asked questions
Can I edit the numbering at any time?
You can change the next number in the sequence at any time. This will affect future documents but won't change numbers already assigned.
Can I use custom prefixes instead of INV and CN?
Yes, you can customise the prefixes to match your company's document numbering convention.
Will deleting a draft document create gaps in my numbering sequence?
No, because document numbers are only assigned when documents are sent.
Why do I see a message saying my sequence number "has not been used yet"?
This is a warning, not an error. It appears the first time you choose a numbering series that no document has used yet. You can open Document numbering to double-check the number, or simply save and send the document to start using the series. Either way, nothing is wrong.
What if I'm migrating from another system mid-year?
You can set the starting number to continue your existing sequence.
Can I create multiple numbering series for a document type?
Yes. You can define as many series as you need for each document type (invoices, credit notes, quotes) and choose which one to apply when creating a document. Different series are useful when you manage different departments, branches, or types of sales. One series per document type is marked as the default and is applied automatically unless you pick another one in the Document Creator.