How to configure invoice prefixing and sequencing in Found

Last updated: April 2, 2026

Overview

Found allows you to control how invoice numbers are generated across your workspace. You can assign a prefix to invoices (e.g. INV, LON, VEN) and configure sequencing so that each invoice receives an automatically incremented document number (e.g. INV-0001, LON-0042).

Prefixing can be set up at three levels: a single prefix for the whole workspace, a separate prefix per location, or a prefix per location category value (e.g. by entity or region). Each prefix maintains its own independent counter, so numbering stays consistent and auditable regardless of how invoices are distributed across your business.

Before you start

  • You need the edit workspace invoice settings permission to configure prefixes.

  • Decide which mode suits your business before setting up — switching modes later will not renumber existing invoices.

  • Prefixes must be between 1 and 6 characters, uppercase letters only (A–Z, hyphens -, and underscores _ are also allowed). Examples: INV, LON-V, CAT_1.

  • Each prefix also requires a credit note prefix (same rules apply). This is used when generating credit notes against invoices. The prefix can be the same or different.

Step 1 — Navigate to invoice prefix settings

  1. Go to Settings in the left-hand navigation.

  2. Select Billing.

  3. Open Invoice numbering.

Step 2 — Choose a prefix mode

Select one of the three modes:

Mode

When to use

Workspace

One prefix for all invoices across the workspace

Per location

A different prefix for each of your locations

By category

A prefix assigned per value of a chosen location category (e.g. by region or venue type)

Step 3 — Create your prefixes

Before assigning prefixes, you need to create them in the All prefixes section.

  1. Click Add prefix.

  2. Enter a prefix (e.g. INV).

  3. Enter a credit note prefix (e.g. CN-INV).

  4. Set the starting number. By default this is 0001. If you are migrating from another system, you can set a higher starting number to avoid duplicating existing invoice references e.g. 0001

  5. Save.

You can create as many prefixes as you need.

Step 4 — Assign prefixes

Once prefixes exist, assign them based on your chosen mode:

  • Workspace: Select one prefix from the dropdown. All invoices will use this prefix.

  • Per location: A table lists every location. Assign a prefix to each location row.

  • By category: First select the location category to segment by (e.g. "Region"), then assign a prefix to each value within that category (e.g. LON for London, MCR for Manchester).

Save your changes.

How invoice numbers are generated

Once a prefix is configured, Found assigns each new invoice a document number automatically:

  • The format is {prefix}-{number}, where the number is zero-padded to four digits.

  • Example: INV-0001, INV-0002, LON-0001, CN-0003.

  • Each prefix has its own independent counter, so LON and MCR both start at 0001.

  • The counter increments atomically, so concurrent invoice generation will never produce duplicate numbers.

  • Draft invoices display DRAFT until they are finalised and a number is assigned.

  • Credit notes follow the same format using the credit note prefix assigned to that prefix group.

Frequently asked questions

Q: Can I use the same prefix for two different locations?
A: No. Each prefix must be unique within your workspace. Found will show an error if you attempt to save a duplicate.

Q: Can I change the starting number after invoices have already been created?
A: The starting number (next number) is set when you create a prefix. It is not editable after invoices have been raised against that prefix. If you need to adjust sequencing before go-live, delete and recreate the prefix with the correct starting number.

Q: What happens if I switch prefix mode after invoices have been raised?
A: Existing invoices retain the prefix and document number they were assigned at creation — they are stored directly on the invoice record and do not change. Only new invoices will follow the new mode.

Q: Can I have a different prefix for credit notes?
A: Yes. Every prefix in Found has a separate credit note prefix field. For example, you might use INV for invoices and CN for credit notes from the same location.

Q: What characters are allowed in a prefix?
A: Uppercase letters A–Z, hyphens (-), and underscores (_). Prefixes must be between 1 and 6 characters. Lowercase letters and spaces are not permitted.

Q: Do all locations need a prefix assigned before I can raise invoices?
A: If you are using per-location or by-category mode, Found requires a prefix to be assigned for the relevant location before an invoice can be generated for it.

Q: What does "by category" mode mean?
A: It means invoices are prefixed based on a value in a location category. For example, if you have a category called "Region" with values "London" and "Manchester", you can assign a different prefix to each region. All locations tagged with "London" will use the London prefix, and so on.

Q: Who can change invoice prefix settings?
A: Users with the edit workspace invoice settings permission. Contact your workspace administrator if you do not have access.