Invoice Numbering FAQs
Is the invoice number the same as the PO number?
No. A purchase order number (PO number) comes from your client to approve the purchase. An invoice number comes from you to identify the bill you send. They are not the same, and confusing them can throw off both your accounting and your client’s records.
What’s the difference between an invoice number and a receipt number?
An invoice number appears on the bill you send before payment. A receipt number appears on the document you issue after payment. Invoices request money, receipts confirm it. Keeping the two separate makes your records audit proof.
Can I put an invoice number on a proforma invoice?
No. A proforma invoice is only a draft and should not carry an official invoice number. If you add a number too early, you risk gaps or duplicates in your sequence. Save invoice numbers for final, tax ready invoices.
Are invoice numbers the same as reference numbers?
Not always. Some businesses use reference number as another name for an invoice number. Others treat it as an extra field for internal tracking. To avoid confusion, always use the invoice number as the official identifier on your invoices.
What’s the best starting format for a new business?
Start simple. Sequential invoice numbers like 001, 002, 003 are easy to track. If you want more context, add the year or date, like 2025 001. The best format is one you can stick with and scale as your business grows.