You can edit the invoice number in two ways:
Via the Actions menu – go to Outgoing Invoices, click the three dots at the end of the row → select Edit Invoice Number. A modal window will appear – enter the required invoice number and click Save.
Directly in the invoicing process – in the 3rd step of invoicing, simply enter the required number into the "Invoice no" field.
In Advanced Options (available when editing the invoice number), you can also select the number to be used for the next created invoice. This is helpful if you've deleted multiple invoices and need to realign the numbering sequence.
⚠️ The entered number must match the format defined in your workspace's number sequence settings (Workspace Settings → Companies → Sequences).
Who can edit an invoice number?
Editing the number of an already issued invoice can only be done by users with the role CFO or Admin.
When can you edit an invoice number?
Before the invoice has been sent to the client – the number can be freely edited, as long as it matches the required format.
When can't you edit an invoice number?
Invoice on a closed project – cannot be edited at all, including the invoice number.
Paid proforma invoice with a related payment receipt (and, if applicable, a related final/billing invoice) – the proforma cannot be edited until the related documents are deleted, in this order:
Delete the final/billing invoice (if one exists)
Delete the payment receipt
Now the proforma invoice number can be edited
After changing the number sequence format (e.g. adding "MM" for month) – this only applies to new invoices going forward. Existing invoices keep their original numbering; their numbers cannot be retroactively changed to the new format.
When editing is technically possible but not recommended
If the invoice has already been sent to the client, changing its number is not recommended. The client holds a document with the original number, and changing it afterwards creates a mismatch between what was sent and what's in the system. In this case, it's best to leave the number as is.
What happens to the number of a deleted invoice?
When you delete an invoice, Allfred automatically offers its original number again when creating the next invoice. You can also manually edit the suggested number, as long as it matches the required format.
👉 For details on when an invoice can and cannot be deleted, see: How to delete an invoice?
Gaps in the invoice number sequence
If an invoice is deleted before it was ever sent to the client, the resulting gap in the numbering sequence is not an accounting or legal issue. What matters is that invoices which were actually issued and sent have correct, consistent numbers - not that the sequence itself is gap-free.