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Document Numbering ​

Configure custom numbering schemes for bills, receipts, and payment transactions.

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Learn how to customize document numbering schemes for bills, receipts, and payment transactions.

Overview ​

Every bill, receipt, allocation, refund, and payment transaction in Hidma receives a unique identification code. These codes appear on documents sent to clients, in your internal records, and throughout system interfaces wherever you reference specific transactions. Having a clear, systematic numbering scheme ensures documents are easily identifiable, maintains professional appearance, supports proper record-keeping, and helps with document retrieval and reference.

Hidma provides flexible document numbering configuration, letting you customize how these codes are generated. You can use the default scheme (client name abbreviation + year + sequence number), or create custom schemes with your own prefixes, suffixes, padding, and starting numbers. If you operate multiple organizations within one Hidma instance, you can configure separate numbering schemes for each organization, ensuring each legal entity maintains distinct document identifiers.

Document Types ​

Bills ​

Bills (invoices) are the primary billing documents sent to clients for payment. Each bill receives a unique bill number that appears prominently on the invoice, in payment reminders, in client communications, and in your billing records. Clients reference bill numbers when making payments, so these codes need to be clear and professional.

The bill numbering scheme you configure determines how bill codes are generated for all invoices across your organization (or per organization if you have multiple entities configured).

Receipts ​

Receipts are generated when you record client payments, providing documentation of payment received. Like bills, each receipt gets a unique receipt number that appears on the receipt document, in payment records, and in financial reporting. Receipt numbers help track payment history and provide audit trails showing when payments were received and allocated.

Your receipt numbering scheme can match your bill scheme (same prefix/suffix pattern) or use a different pattern if you want to distinguish receipt codes from bill codes visually.

Payment Transactions ​

Payment transaction codes identify specific payment records in the system:

Allocations - When you allocate a payment to a bill, the allocation transaction receives a code. If a single payment is split across multiple bills, each allocation gets its own code, creating detailed records of how payments were distributed.

Refunds - When you refund money to a client, the refund transaction receives a unique code documenting the refund for financial tracking and client communication.

Payments - General payment records (possibly unallocated or partially allocated payments) receive payment codes for identification and tracking.

Each transaction type can have its own numbering scheme, or you can use consistent patterns across all payment-related transactions.

Numbering Scheme Options ​

Client Code Pattern (Default) ​

The default numbering pattern uses client name abbreviations combined with year and sequence number. For example:

  • ABC-2024-01 (first bill for client ABC Corporation in 2024)
  • ABC-2024-02 (second bill for client ABC Corporation in 2024)
  • WID-2024-01 (first bill for client Widget Company in 2024)

This pattern embeds meaning in the code itself - you can immediately identify which client the bill belongs to and roughly when it was issued. The sequence number increments per client per year, starting fresh each calendar year.

The client code pattern works well for organizations that value self-documenting codes where you can identify the client from the bill number. However, it requires clients to have defined client codes and can create longer bill numbers when client codes are lengthy.

Custom Sequential Pattern ​

Custom patterns give you complete control over code structure, letting you define:

Prefix - A text string that starts every code. Perhaps "BILL-" for bills, "REC-" for receipts, "PAY-" for payments. Prefixes help distinguish document types at a glance and can include organization identifiers, year codes, or any meaningful text.

Sequential Number - An automatically incrementing number that provides uniqueness. Starts at whatever number you specify (typically 1 or 100 or 1000) and increments with each new document. The sequence ensures no two documents ever receive the same code.

Padding - Zero-padding that maintains consistent code length. With padding of 6, numbers become 000001, 000002, ... 000099, 000100. Without padding, you'd get 1, 2, ... 99, 100 - which works but looks less professional and sorts incorrectly in alphabetical lists. Padding keeps codes uniform length.

Suffix - Optional text appended to the end. Perhaps "-2024" to embed the year, "-NY" for a location, or any other meaningful identifier.

Example patterns:

  • BILL-000001 (prefix "BILL-", padding 6, no suffix)
  • INV-2024-0001 (prefix "INV-2024-", padding 4)
  • REC-000100-24 (prefix "REC-", padding 6, suffix "-24", starting at 100)

Custom patterns are simpler and shorter than client code patterns, create truly unique codes across your entire organization, and maintain consistent structure regardless of client attributes. They're particularly appropriate when you want clean sequential numbering without embedding client or date information in codes.

Per-Organization Patterns ​

If you operate multiple legal entities within one Hidma instance (using the Organizations feature), you can configure separate numbering schemes for each organization. Perhaps:

  • Organization 1 uses prefix "ORG1-" for bills
  • Organization 2 uses prefix "ORG2-" for bills

Each organization's documents receive codes following its specific scheme, maintaining distinct numbering sequences. This separation is crucial for accounting and legal purposes - each entity's bills need unique identifiers that clearly distinguish which legal entity issued the invoice.

The system shows one configuration row per combination of document type and organization. With 2 document types (bills and receipts) and 2 organizations, you see 4 configuration rows - letting you set different schemes for each organization's bills and receipts.

Configuring Document Numbering ​

Accessing Billing Document Settings ​

Navigate to Settings → Configuration → Billing Settings and scroll to the "Document Numbering" section. You'll see configuration rows for each combination of document type and organization:

  • Bill - [Organization Name]
  • Receipt - [Organization Name]

Each row shows the current pattern (Client Code or Custom) and a preview of what the next code will look like.

Switching to Custom Pattern ​

For any document type/organization combination, switch from "Client Code" to "Custom" in the pattern dropdown. The interface updates to show custom pattern configuration options:

Prefix Field - Enter the text that should start every code. Perhaps "BILL", "INV", "INVOICE", or include organization/year identifiers like "ACME-2024" or "ORG1". The preview updates immediately showing how codes will look.

Starting Number - Specify what number the sequence should start from. New implementations typically start at 1. If you're mid-year or migrating from another system and want to continue from where you left off, enter the next number in your sequence - perhaps 456 if your last bill was 455.

Padding - Set how many digits the number portion should always contain. Padding of 4 creates 0001, 0002, ... 9999, 10000. Padding of 6 creates 000001, 000002, ... 999999. Choose padding that accommodates your expected document volume with room to grow. Most organizations use 4-6 digits.

Suffix Field - Optionally enter text to append after the number. Perhaps the year ("-2024"), a location code ("-NY"), or any other identifier. Leave blank if you don't need a suffix.

Code Preview - As you configure, the preview shows what the next generated code will look like. Verify it matches your expectations before saving.

Save Configuration - Click Save to apply the new scheme. The next bill or receipt created will use this pattern.

Configuring Payment Transaction Codes ​

Navigate to Settings → Configuration → Payment Settings and find the "Payment Numbering" section. You'll see configuration rows for each combination of transaction type and organization:

  • Allocation - [Organization Name]
  • Refund - [Organization Name]
  • Payment - [Organization Name]

Configure each transaction type's numbering following the same process as billing documents - choose custom pattern, set prefix/padding/suffix, review preview, and save. You might use:

  • Allocations: "ALLOC-" prefix
  • Refunds: "REF-" prefix
  • Payments: "PAY-" prefix

Or use consistent prefixes across all payment types if you don't need to distinguish them by code alone.

Multiple Organizations ​

If you have multiple organizations, configure appropriate schemes for each. Perhaps:

  • Organization 1 bills use "ORG1-BILL-" prefix
  • Organization 2 bills use "ORG2-BILL-" prefix

This clear distinction helps anyone seeing a code immediately understand which entity issued the document - crucial for proper accounting and legal record-keeping.

Each organization maintains independent sequences, so Organization 1 might be on bill ORG1-BILL-000523 while Organization 2 is on ORG2-BILL-000189 - they increment independently based on each organization's billing volume.

Best Practices ​

Document Numbering Tips

Choose Meaningful Prefixes Use prefixes that make document types immediately recognizable. "BILL", "INV", or "INVOICE" for bills; "REC" or "RCPT" for receipts; "PAY" for payments. Avoid cryptic abbreviations that require explanation - codes should be self-evident when seen on documents or referenced in conversations.

Use Adequate Padding Set padding that accommodates your expected document volume over several years. If you issue 500 bills per year, padding of 4 (9999 possible numbers) gives you nearly 20 years before needing to adjust. Padding of 6 (999,999 numbers) handles virtually any realistic volume. More padding makes codes longer but ensures you'll never run out of numbers.

Consider Starting Above 1 Starting at 100 or 1000 rather than 1 makes early documents look more established. BILL-000001 might feel less professional to clients than BILL-000100. This cosmetic choice has no functional impact but can affect client perception of your firm's maturity.

Maintain Consistency Once you've established a numbering pattern, stick with it. Changing patterns mid-stream creates confusion, makes document lists look inconsistent, and can complicate accounting. If you must change patterns (perhaps when starting a new fiscal year), clearly document the transition and consider using year-based prefixes or suffixes to distinguish old from new patterns.

Embed Year Judiciously Including year in prefixes ("INV-2024-") or suffixes ("-24") helps organize documents by period and makes codes self-documenting. However, it requires updating configuration annually to change the year portion. Decide whether this organizational benefit outweighs the annual maintenance requirement.

Test Before Finalizing Before saving a new numbering scheme, check the preview carefully. Generate a test bill or receipt to verify the pattern looks right on actual documents. It's easier to adjust configuration before you've created thousands of documents than to live with a pattern you're unhappy with.

Document Your Schemes Write down what numbering schemes you're using and why. Perhaps "Bills use BILL-NNNNNN format for clean sequential numbering. Receipts use REC-NNNNNN matching bill pattern. Padding of 6 chosen to accommodate 10+ years of estimated volume." This documentation helps future administrators understand your decisions when they need to maintain or modify configurations.

Organization-Specific Prefixes If using multiple organizations, incorporate organization identifiers in prefixes to ensure clear distinction. Codes should unambiguously show which legal entity issued each document - crucial for accounting segregation and legal compliance.

Common Scenarios ​

Scenario: Simple Sequential Bills ​

Situation: Small firm wanting straightforward bill numbering without complexity.

Solution: Configure custom pattern with prefix "BILL-", starting number 100, padding 4, no suffix. Bills become BILL-0100, BILL-0101, BILL-0102 - clean, professional, easy to reference. Receipts use "REC-" prefix with same numbering structure for consistency.

Scenario: Year-Based Organization ​

Situation: Firm wants to organize documents by year, starting fresh each January.

Solution: Configure custom pattern with prefix embedding the year: "INV-2024-", starting number 1, padding 4. Bills become INV-2024-0001, INV-2024-0002. In January 2025, update configuration to use prefix "INV-2025-" and reset starting number to 1. Each year's documents are clearly grouped by their prefix.

Scenario: Multi-Entity Distinction ​

Situation: Operating two legal entities that each need distinct bill numbers for accounting separation.

Solution: Configure separate schemes per organization. Organization 1 (Acme Consulting) uses prefix "ACME-", Organization 2 (Widget Advisory) uses prefix "WGT-". Each entity's bills clearly show which issued them: ACME-000234 vs WGT-000189. Accounting systems easily segregate transactions by organization based on code prefixes.

Scenario: Migrating from Another System ​

Situation: Moving to Hidma mid-year, previously issued bills numbered up to BILL-0456.

Solution: Configure custom pattern matching your previous scheme: prefix "BILL-", padding 4. Set starting number to 457 (one more than your last bill). Your first Hidma bill becomes BILL-0457, continuing seamlessly from where your old system ended. Clients see no change in numbering pattern.

Scenario: Distinguished Transaction Types ​

Situation: Want to easily identify transaction types from code alone.

Solution: Use distinct prefixes for each type - "BILL-" for bills, "REC-" for receipts, "ALLOC-" for allocations, "REF-" for refunds, "PAY-" for payments. Anyone seeing "ALLOC-000234" knows immediately it's an allocation transaction. Anyone seeing "REF-000045" knows it's a refund. Code prefixes serve as document type indicators.

Need Help?

Document numbering schemes should be clear, professional, and consistent. Choose patterns that match your organizational needs and maintain them over time.

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