I’ve had no problems with Quick file in the 8 years I’ve been using it, until this last week.
I am a self employed massage therapist and have happily connected QF to my Acuity booking software so that when a booking is made in Acuity then an invoice is automatically raised within QF.
Up until this week all invoices have been sequentially numbered. I have a few clients who regularly book every week, so I block booked 12 sessions and I think that the number of invoices in quick succession broke QF, because it allocated several invoices the same number. I corrected this numbering thinking that QF would carry on from the new number. But instead it’s chosen a random number and begun adding letters after than one random number (so my invoices are now 01156c, 01156d, 01156e etc).
Is there any way that I can get QF to begin sequential numbering again from a steering number of my choosing?
Thanks, I hope that I’ve explained that clearly enough.
Hello @Phil_Moores
Is there any way that I can get QF to begin sequential numbering again from a steering number of my choosing?
Yes, the next invoice you raise, enter the number you want to use in the invoice number box and save it.
The software will then count from that point going forward.
I thought that I’d already tried that, but perhaps I’m mistaken.
Would that also work if I am altering a number of an invoice created automatically in response to a booking made in Acuity, or will it have to be an invoice originally created from scratch within QF?
Hello @Phil_Moores
I thought that I’d already tried that, but perhaps I’m mistaken.
If you try what I suggested with a test invoice it should start counting from the next number sequence you specify.
Would that also work if I am altering a number of an invoice created automatically in response to a booking made in Acuity, or will it have to be an invoice originally created from scratch within QF?
It would depend on the integration you have set up
Is it importing via the API?
Is it set to import the invoice number?
thanks for your assistance, Steve. It’s now all sorted.
I’d changed the number of an existing invoice and that didn’t appear to affect subsequent invoices. I created one from scratch in QF and chose the number before flagging it as sent and that seems to have done the trick.
I’ve created a test appointment in Acuity and the automatically created invoice numbers are now back on track too.
Brilliant.
Exactly this - QuickFile remembers the number that the most recently created invoice was created with and will increment that number the next time an invoice needs to be created. Modifying the number of an existing invoice won’t change the sequence, only the act of initially creating a new invoice can do that.
In particular if you have invoices created by tagging bank transactions or being created by an API call that doesn’t specify a number, the “create” action will use the next one in sequence and subsequent edits won’t affect the progression. You must manually create an invoice in the UI and set its number before the initial “save” in order to reset the counter.