HostBill's invoicing method controls how invoice numbers are assigned and whether pro-forma and final documents use separate numbering. Choose the configuration approved for your business's accounting workflow before issuing production documents.
IN THIS ARTICLE
01 Configure the document lifecycle
- Open Settings > General Settings > Billing > Invoicing Method. Record the current settings and latest document numbers before making changes.
- Compare the available methods. The default method numbers invoices sequentially regardless of payment status. The option labelled EU Invoicing Method provides separate pro-forma and final invoice numbering.
- Set the approved numbering format and starting point. Check that prefixes and any periodic resets will produce distinguishable document references across months or years.
- For a pro-forma workflow, decide when a final number is created, including whether payment is required and how invoices paid entirely from credit should be treated.
- Review Block final invoice edits and Store client details in invoice. Decide whether issued documents should retain the customer's details as they were at issue.
- Configure the related document templates and delivery options, then test an unpaid invoice, a paid invoice and an invoice settled with account credit.
02 Validate before changing live numbering
Compare the administrator record, customer view, PDF and accounting export for the same test document. Ensure the pro-forma reference remains traceable after the final document is issued. Review customer-level overrides that may change when final invoices are generated.
Do not renumber historical documents simply to make the sequence look tidy. Agree any production numbering migration with the person responsible for your accounts and preserve a reconciliation record.
03 Example: preview an understandable invoice reference
For a test configuration, enter INV-{$y}-{$number} as the invoice numeration format and set number zero-padding to 5. If the invoice year is 2026 and its sequence number is 42, the expected displayed reference is INV-2026-00042. Use your own approved prefix and sequence policy for production.
Compare the same reference in the administrator view, client view, PDF and export. If you reset the sequence annually, the year makes successive years distinguishable. If using pro-forma and final numbering, test the transition between their separate references as well. Do not change issued historical references to match this example.
Common questions
Does selecting EU Invoicing Method guarantee compliant invoicing?
No. It is the name of a software configuration. Your document content, numbering, timing, taxes and retention still need to match the requirements that apply to your business.
Why did a customer profile change affect an older invoice?
Review the setting that stores client details on invoices. Using current profile information differs from preserving the details captured when the invoice was issued.