To process invoicing in Allfred, it is essential to set up number sequences for various financial documents. These sequences are automatically applied when a final version of a document is saved. Once finalized, such documents can also be exported to your accounting system.
Default required number sequences
By default, the following number sequences must be configured in Allfred:
Outgoing Invoice
Credit Note
Proforma Invoice
Proforma Payment
Expenses
Optional sequences (for more granularity in expenses)
You can optionally create separate sequences for different types of expenses, such as:
Invoice
Bill Expense
Card Expense
Contract
Other
Creating Additional Number Sequences
If you want to define multiple sequences for the same document type (e.g. to distinguish between local and foreign expense invoices, or for internal use), follow these steps:
Go to Workspace Settings (click your profile icon → Settings).
Note: Only accessible to Admins.Open the Companies section.
Scroll down to the Sequences section.
Click + Add new sequence.
Select the document type this sequence will apply to (this will mean you will have one document type used multiple times)
Define the format of your sequence using placeholders.
⚠️ Do not insert specific numbers or years – use dynamic elements like:YYYY: Current yearYY: Last two digits of current yearMM: Month (based on Date of supply for invoices or created date for expenses)#: Incremental number
Example format:OI-YY-MM-####→OI-24-10-0001
Choose the next number to be used (this is your starting point).
Click Update to save the changes.
Selecting a Number Sequence When Saving Documents
When saving a financial document (invoice, credit note, proforma, or expense), the CFO or Admin selects the appropriate number sequence.
If your agency operates with multiple legal entities, make sure to first select the correct legal entity. Only then will Allfred let you choose from the available number sequences.
Allfred will always suggest the next available number, but you can manually change it if needed.
How to Change an Invoice Number
To change the number of an Outgoing Invoice:
Go to the Outgoing Invoices list.
Click the three dots at the end of the row → select Edit Invoice Number.
A modal window will appear. Enter the new invoice number and click Save.
Under Advanced Options, you can also define the number for the next invoice – useful if you've deleted some invoices and want to reset the numbering.
How to Edit an Expense Number
To change the number of an Expense:
Open the expense detail (click on the expense ID or use the three dots → Edit).
Ensure you have a legal entity selected (if you have more than one).
In the Expense no. field, select the desired number sequence and edit current number.
⚠️ Make sure the format matches the defined pattern.
Click Save & Approve to finalize.