This step explains how to prepare the building blocks your invoices will rely on: your product catalogue, any additional invoice fields your organisation needs, and automated invoice numbering. Complete this step before you start creating invoices.
Things looking a little different? We're rolling out a new interface, and your account may already have it! If the steps here don't match what you're seeing, head over to How Do I Use the Tribe's New Layout - Tabbed UI? for the updated version of this guide.
1. Configure products for invoicing
Products appear as line items on your invoices. If you configured the Sales module already, you may have done this step there. Check your product catalogue before starting. In this step you manage the full catalogue: creating products, editing descriptions and pricing, and removing items that are no longer offered. A clean, up-to-date catalogue means less manual input when creating invoices.
2. Add additional invoice detail fields (optional)
Tribe covers the standard invoice fields out of the box. If your organisation or your customers require more, you can add them to the Invoice activity. Only add fields that will be used consistently — every extra field adds work for end users.
Common examples: PO number, internal reference number, cost centre, contract number, VAT exemption reference.
3. Configure automated invoice numbering
Automated numbering ensures every invoice gets a unique, consistent number without manual input. In Tribe you define a prefix (e.g. "INV-" or "2025-"), a starting number, and Tribe increments from there automatically.
Before configuring, check the legal requirements that apply to your organisation. In most EU countries, invoice numbers must be sequential and without gaps. If you invoice across multiple entities, consider whether each needs a separate numbering series. Changing your format mid-year can complicate accounting and tax reporting, so set this up carefully from the start.
Tips and Best Practices
Involve the people who create invoices daily when reviewing your product catalogue — they know what is missing, outdated, or confusing.
Before adding a new invoice field, check whether the information could go in an existing field. Less is more.
If migrating from another system, decide upfront whether to continue your existing numbering series or start fresh — and document that decision for your finance team.
Test by creating a draft invoice before going live: verify the right products appear, all fields are available, and the invoice number is assigned correctly.
Quick Summary
Your products are ready, any additional fields are in place, and invoice numbering is configured. Everything your team needs to create accurate, consistent invoices is now in order.
Continue to the next step: Step 3: Create Your Invoice Templates and Email Templates