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How to configure automated work order numbering

Set prefix, next number and zero-padding for work orders, invoices and quotations.

Why configure numbering?

Consistent, sequential numbering makes it easy to reference work orders, invoices and quotations in conversations with customers and accounting. OutSmart auto-generates numbers based on rules you define.

Setting up work order numbering

  1. Navigate to Settings > Numbering.
  2. Configure the following:
    • Prefix (cus_invoice_prefix) — a short text string that precedes every number, e.g. WO-.
    • Next number (cus_next_invoice) — the next sequential number to be assigned.
    • Number length (cus_invoice_amount_year) — the total digit count, zero-padded. For example, a length of 5 means the number 42 becomes 00042.
  3. Preview the result (e.g. WO-00042) and click Save.

How auto-generation works

Numbers are generated automatically via a database trigger each time a new document is created. This guarantees uniqueness even if two users create documents simultaneously.

Invoice, quotation and contract numbering

The same settings page allows you to configure separate numbering sequences for invoices, quotations and contracts. Each document type has its own prefix and counter.

Tips

  • Avoid changing the prefix or resetting the counter mid-year — it can create duplicate references in your accounting system.
  • If you need year-based numbering (e.g. 2026-00001), include the year in the prefix and reset the counter on 1 January.

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