An online invoicing tool should explain document types and offer numbering sequences that match real accounting workflows.
Why use multiple sequences
Standard invoice, advance document, proforma, and credit note serve different purposes. Separate prefixes reduce the risk of sending or booking the wrong document type.
Example: FV-2026-001 for invoices, PRO-2026-001 for proformas, ADV-2026-001 for advances, and CN-2026-001 for credit notes.
Credit note should link to the original document
A credit note or correction document should clearly show which original invoice it corrects, whether it is a discount, refund, or error correction.
The app should keep a separate sequence, link to the original invoice, correction reason, and audit trail.
Recurring invoices are not a separate document type
Recurrence is a schedule, not an invoice type. A standard invoice, advance invoice, or another document can repeat monthly depending on what the company sells.
That is why the editor should have a separate recurrence switch and keep document type focused on the actual purpose.
FAQ
Should a proforma use the same numbering sequence as a final invoice?
In most workflows, a separate sequence or prefix is safer so it is clear that it is not the final accounting document. The exact setting should be confirmed with an accountant.
Is numbering invoices, proformas, advances, and credit notes legal or accounting advice?
No. OnlineOffice provides working tools and materials. Important outputs should be reviewed against the specific situation.