Invoicing

    Invoice Number Settings – FAQs (RunHotel)

    1. What is Invoice Number Settings in RunHotel?

    Invoice Number Settings allow you to define how invoice numbers are generated for your property, including prefix, separators, year/month format, reset cycle, and sequence number.

    2. What does the “Prefix” field mean?

    The prefix is a custom text added at the beginning of every invoice number (e.g., ABC, HOTEL, TAX).
    It helps identify invoices by property, brand, or invoice type.

    Example:
    ABC-25-04-0001

    3. What separators are supported?

    You can choose how different parts of the invoice number are separated, such as:

    • Hyphen (-)

    • Other supported separators (as available in the dropdown)

    4. Can I include the year in the invoice number?

    Yes. Enable “Include year in invoice number” to add a year identifier.

    You can choose:

    • Short year (e.g., 25)

    • Full year (e.g., 2025)

    5. What does “Reset invoice number yearly” do?

    When enabled, the invoice sequence resets to the starting number at the beginning of each year or financial year.

    Example:

    • Last invoice of the year: ABC-25-03-0123

    • First invoice of new year: ABC-25-04-0001

    6. What is the difference between Calendar Year and Financial Year?

    • Calendar Year: January 1 – December 31

    • Financial Year: Starts from a custom month and date (e.g., April 1 in India)

    You can select:

    • Financial year start month

    • Financial year start date

    7. Can I include the month in the invoice number?

    Yes. Enable “Include month” to add the month number after the year.

    Example:
    April 2025 → 25-04

    8. What does “Number of digits” mean?

    This controls zero-padding of the sequence number.

    • 4 digits → 0001, 0002

    • 5 digits → 00001, 00002

    9. What is the “Starting number” used for?

    This is useful if:

    • You are migrating from another system

    • You want continuity with previous invoice numbers

    Example:

    • Starting number = 100

    • First invoice → 0100

    10. Can I change invoice numbering after invoices are created?

    Changes apply only to future invoices.
    Already generated invoices remain unchanged to maintain accounting and legal consistency.

    11. Will invoice numbers ever repeat?

    No. RunHotel ensures invoice numbers remain unique within the defined reset cycle (year or financial year).

    12. Can I preview the invoice number format?

    Yes. The Preview button shows a real-time example of how the invoice number will look before saving.

    13. Is this invoice format GST compliant?

    Yes. The format supports:

    • Sequential numbering

    • Year-based reset

    • Financial year handling
      which aligns with GST invoicing best practices (subject to local regulations).

    14. Can different properties have different invoice formats?

    Yes. Invoice Number Settings are configured per property, allowing each hotel or property to maintain its own numbering logic.

    Published