Add a Customer Reference Number to Invoices
Add your customer's PO or work order number directly to their invoice — helpful for getting paid faster by commercial and property-management customers who require a reference number for their own accounts payable process.
This article covers how to add, edit, and view a Customer Reference # on a web invoice.
Status: This feature is rolling out gradually and may not be available on your account yet.
What you can do
Add a Customer Reference # (PO or WO number) to a web invoice.
Edit or clear the reference number at any time.
See the reference number appear on the invoice preview and the final invoice sent to your customer.
Who Can Do What
Role | What they can do |
Any Pro with web access | Can add, edit, and view the Customer Reference # — there's no role restriction |
Customer Reference # on the Web
To add a reference number to an invoice:
Open a web invoice.
Click Edit details.
Find the Customer Reference # field, positioned between Invoice date and Invoice amount.
Enter the reference number — up to 30 characters, using letters, numbers, hyphens, underscores, periods, and spaces.
Click Save.
📌 Note: This field is optional and free-text — enter whatever your customer's AP process requires (a PO number, a WO number, etc.).
Edit or clear a Reference Number
Open the invoice.
Click Edit details.
Update or delete the value in the Customer Reference # field.
Click Save to apply the change, or Cancel to discard it.
Good To Know
Shows on the customer-facing invoice. When a reference number is saved, a "CUSTOMER REF #" row appears on the invoice preview and the final PDF/email sent to your customer, between Payment Terms and Amount Due. If no value is saved, that row doesn't appear at all.
Web invoices only, for now. This currently applies to web invoices. Mobile, estimates, invoice search, and QuickBooks sync are planned for future updates — not part of this release.
No role restriction. Any Pro with web access can add or edit this field.
Frequently Asked Questions
Can I add a reference number to an estimate?
Not yet — this is currently invoice-only. Estimates are planned for a future update.
Will this show up in QuickBooks?
Not yet — QuickBooks sync mapping isn't part of this release.
Can I search invoices by reference number?
Not yet — search by Customer Reference # is planned as a future update.
Does this work on mobile?
Not yet — this is currently web-only.
Need help?
We're here for you! Chat with Support using the Blue Chat Bubble in your Housecall Pro account, or give us a call at 858-842-5746.