Editing your Invoice or estimate Number
Quickly edit a Job or Estimate number in your account. The process to change an invoice number and an estimate number is the same.
Go to the job details page of the invoice/estimate you'd like to adjust. Click on the invoice/estimate number at the top left of the invoice details page.
A window will appear titled 'Invoice number' or 'Estimate number'. Click on the existing invoice/estimate number to edit. Once the number is correct, click the 'save' button in the bottom right.
You will see a confirmation message that the change is successful. The next invoice/estimate will be sequential to the one you just set.
Note: Housecall Pro will always run invoice numbers in sequential order, starting from the HIGHEST number in the system. This means, if you change an invoice number to #100 but there is an invoice in the system listed as #200, the next invoice created will be #201, then #202, #203, etc.
In Housecall Pro, jobs and invoices are separate objects. Invoices are created automatically for jobs and are moved to the open status if the invoice is sent, there is a payment applied or if you are using job related due terms (i.e upon start of work) when those milestones are passed.
Best practices
We do not recommend constantly changing numbers, please be sure to be careful and triple-check before selecting and setting the number to use
If you want to check the highest invoice number available, use the invoice list view to see the last created invoice number
Change the Invoice or Estimate Number on iPhone
Change the number of an invoice or estimate from your iPhone.
Whether you're changing an estimate or invoice number, follow the steps below.
The process is the exact same.
Things to know:
Estimate and invoice numbers are completely separate from each other.
An estimate and invoice can have the same number and be completely unrelated.
If you copy an estimate over to a job, the invoice number will not necessarily be the same as the estimate number.
Invoices will be numbered in ascending order based on the highest invoice number in the system (the same is true for estimates)
Open the Estimate or Invoice Details Page
Click on the 'Invoice' or 'Estimate' icon (paper airplane icon)
Click on the 'Settings' icon (gear icon in the upper right corner)
Click 'Change invoice number'
Type in the new invoice number. Then, click 'Change'
NOTE: Invoices will be numbered in ascending order based on the highest invoice number in the system
For example, if you change invoice #53 to #200. The next invoice created will be #201
Click 'Done' to save
Tap the 'X' in the top left corner to return to the invoice details page
Change the Invoice or Estimate Number on Android
Whether you're changing an estimate or invoice number, follow the steps below.
The process is the exact same.
To change the number of an estimate/job you first need to navigate to the desired estimate or jobs detail page.
From the estimate details page, tap the Estimate button at the top of your screen.
You will be brought to a preview screen, in the upper-right tap the settings icon depicted by a gear icon.
The estimate settings page will be brought up. From your list of settings, tap Estimate Number and input the number you want, then tap Save.
The estimate number will be updated, keep in mind if you try to use a number that is occupied by a previous estimate you will get an error message.
Frequently asked questions
Will my job and invoice number always stay the same number as one another?
This depends - invoice, job and estimate numbers are all independent. So invoices will be created for every job, but the numbers can diverge if you are using progress invoicing and have many invoices to one job or are using deposits.
Can I make my invoice number lower?
Yes, if that lower number is available you can re-set the invoice number to something lower. We do not recommend this however. Please keep in mind that the next job you create, the invoice will pick up from the last highest number.
Please chat into support if you require assistance here.
If I edit the invoice number, will this cause issues with Quickbooks?
No, currently we push JOB information to QuickBooks to ensure all critical information is sent ex. payment, due dates, customer details, etc. The invoice number in Housecall Pro does not go over to Quickbooks. Learn more about what information goes over from Housecall Pro to QuickBooks HERE.
Will the system warn me about duplicates?
Yes, you will see an error return if you enter an invoice number that is already in use.
Battling unpaid invoices? Check out 7 ways to get paid fast!