Tribe CRM can automatically generate invoice numbers each time an invoice is finalised and sent. By configuring a numbering format that matches your organisation's structure, you ensure consistency across all invoices, simplify bookkeeping, and meet compliance requirements. This guide explains how invoice numbering works in Tribe CRM, how to configure your preferred format, and what to consider when using an external financial system. By following this guide, you will have a fully configured and compliant invoice numbering setup.
Table of Contents
Prerequisites
Before configuring invoice numbering, ensure that:
The Invoicing Module is activated in Tribe. If it is not yet active, go to the Organisation icon and then Subscriptions and Licenses. Click on Add/Remove Modules and enable Invoicing Module.
You have administrator access, as numbering settings are managed in the Configuration area.
How Invoice Numbering Works in Tribe
In Tribe, an invoice number is not assigned when a draft invoice is created. The number, along with the invoice date, is generated automatically at the moment the invoice is sent or finalised. This ensures that your number sequence remains unbroken and that only completed invoices consume a number in your series.
This also means that if a draft invoice is deleted before sending, no number is lost from your sequence.
Note: Once an invoice is sent, it is frozen in line with Tribe CRM's strict invoicing policy (active from 1 April 2024). The number and date cannot be changed. Any corrections must be made through a credit invoice.
Invoice Number Formats
Tribe supports several numbering formats to match different organisational conventions. You can choose a format that includes a year prefix, a custom text prefix, or a simple sequential number. The available formats are:
Format | Example | Description |
Sequential number only | 1001, 1002, 1003 | A clean, simple series with no additional context encoded in the number |
Year prefix | 2025-001, 2025-002 | The year is prepended to the sequential number, making it easy to identify the period at a glance and to reset the counter annually if needed |
Custom text prefix | INV-1001 or ACME-2025-001 | A fixed text string is added before the number, which can reflect your company name, brand abbreviation, or document type |
Did you know?
If you synchronise invoices with an external accounting system such as eAccounting, the Tribe invoice number is only visible in that system when it is numeric.
Non-numeric formats (such as those including letters or hyphens) may not be recognised by certain integrations.
Check your accounting system's requirements before selecting a format.
How to Configure Automatic Numbering
Invoice numbering is configured in the Invoicing settings under Configuration. Here you can set both the numbering format and, if needed, a custom starting number — for example when migrating from a previous system and wanting to continue an existing series.
Click the Configuration icon.
Open the Activities tab, and go to Invoice.
Go to Fields, and then locate the Manage section.
Scroll down to the field Number and select Automatic numbering.
Select your preferred numbering format from the available options.
If using a custom prefix, enter the desired prefix text in the designated field.
If you want the series to begin at a specific number rather than 1, enter the value in the Start Number field.
Save your changes.
Note: Changes to the numbering format apply to all invoices sent after the change is saved. Invoices already sent retain their original numbers. Existing draft invoices will receive a number in the new format when they are sent.
Did you know? Setting a starting number is especially useful when transitioning from a previous invoicing system. By aligning your Tribe CRM number series with your existing records, you avoid gaps or duplicates in your financial history and ensure audit continuity.
Compliance Considerations
Invoice numbers are a legal requirement in most jurisdictions. The following principles apply to Tribe CRM's numbering behaviour and should be considered alongside your local regulations:
Uniqueness — each invoice number in Tribe is unique within your environment. The system does not reuse numbers, even if a draft invoice is discarded.
Sequential integrity — numbers are assigned in order at the moment of sending. Because numbers are not reserved in advance, the sequence is only consumed by confirmed, sent invoices.
Immutability — once assigned, an invoice number cannot be changed. The strict invoicing policy ensures this, logging all invoice activity in the audit trail.
Credit invoices — when a sent invoice needs to be corrected or reversed, a credit invoice is created. The credit invoice receives its own sequential number, maintaining a complete and traceable financial record.
Annual reset — if your local regulations or internal policies require a fresh number sequence each calendar year, use a year prefix format. This makes it straightforward to identify which year a number belongs to and to restart the counter at the beginning of each year.
Note: Tribe's audit trail records all invoice actions, including creation, sending, and crediting. This supports traceability requirements in regulated environments. Consult your accountant or financial advisor to confirm whether your chosen format meets the specific requirements of your country or industry.
Numbering When Using an External Financial System
If your organisation sends invoices through an external financial system, such as SnelStart, eAccounting, Sage, or another connected accounting platform, the invoice numbering behaviour in Tribe may differ from the standard flow:
Finalise workflow — when the Send Invoice From External System setting is enabled in Configuration > Invoicing, clicking Finalise in Tribe will set the invoice date and number, generate and attach the PDF, and move the invoice to sent status — without sending an email from Tribe directly.
Synchronise workflow — if a financial integration (such as SnelStart or E-conomic) is also active, clicking Synchronise performs all of the above and additionally pushes the invoice to the connected accounting system.
ERP-led numbering — in some ERP-leading setups where invoices are finalised in the external system, the invoice number may be assigned by that system and written back into Tribe CRM. In these cases, configure your integration settings accordingly and ensure the external system produces numeric-only numbers if synchronisation back to Tribe is required.
Note: The Send Invoice From External System option is only available when the e-invoicing connector is not activated. When e-invoicing is active, use the Finalise option from the Send dropdown instead.
Quick Summary
Tribe CRM assigns invoice numbers automatically at the moment an invoice is sent or finalised, ensuring a clean, unbroken sequence. You can configure the numbering format — including sequential, year-prefixed, or custom text-prefixed options — and define a starting number to align with your existing records, all from a single section in Configuration > Invoicing. Once assigned, numbers are immutable and fully traceable in the audit trail. If you use an external financial system, the finalise or synchronise workflow controls when and how numbers are set. Always verify that your chosen format meets local compliance requirements before going live.