Cybooks

Set up number ranges

Configure how Cybooks automatically numbers your invoices, estimates, credit notes, and other documents.

Every document in Cybooks receives an automatic number based on a format you define. Each document type has its own number range with a customisable prefix and a sequential counter that increases each time a document is created. For example, your invoices might be numbered INV-1, INV-2, INV-3, while your estimates use ES-1, ES-2, ES-3.

View your number ranges

  1. Go to Settings and select System Settings from the sidebar.

  2. Scroll down to the Number Range Settings section. You will see a table listing each document type and its current numbering configuration.

The table shows four columns:

  • Format -- the pattern used to generate document numbers (e.g. INV-%NUMBER)
  • Type -- the document type this number range applies to
  • Next number -- the raw counter value that will be used next
  • Next sequence -- a preview of what the next generated number will look like

The following document types have number ranges:

TypeDefault formatExample
InvoiceINV-%NUMBERINV-1
EstimateES-%NUMBERES-1
Credit noteCN-%NUMBERCN-1
Vendor creditDN-%NUMBERDN-1
CustomerCUS-%NUMBERCUS-1
VendorVEN-%NUMBERVEN-1
Contact%NUMBER1

Edit a number range

  1. Go to Settings and select System Settings from the sidebar.

  2. Scroll to the Number Range Settings section.

  3. Click the edit icon next to the number range you want to change.

  4. In the Edit Sequence Setting modal, update the Format field. You can use any combination of text and the following variables:

    • %NUMBER -- the next sequential digit (required)
    • %YYYY -- the current four-digit year (e.g. 2026)
    • %YY -- the current two-digit year (e.g. 26)
    • %MM -- the current month with leading zero (e.g. 02)
    • %M -- the current month without leading zero (e.g. 2)
    • %DD -- the current day with leading zero (e.g. 13)
    • %D -- the current day without leading zero (e.g. 13)

    For example, INV-%YYYY-%MM-%NUMBER would produce numbers like INV-2026-02-1, INV-2026-02-2.

  5. Optionally, change the Next number to set where the counter should continue from. The value must be 1 or greater.

  6. Check the Preview field to confirm the next generated number looks correct.

  7. Click Save.

Frequently asked questions

Can I delete a number range? No. Number ranges cannot be deleted. You can only edit the format and next number for each document type.

What happens to the next number when I create a document? Each time a document is created, Cybooks automatically increments the next number by one. For example, if your invoice next number is 15 and you create a new invoice, the next number advances to 16.

Can I reuse a number that has already been assigned? No. The next number can only be set to a value equal to or greater than the current next number. You cannot go backwards to prevent duplicate document numbers.

Do the date variables update automatically? Yes. Variables like %YYYY, %MM, and %DD are replaced with the current date at the time the document is created. The sequential counter (%NUMBER) continues incrementing regardless of date changes.

Does changing the format affect existing documents? No. Changing the format only affects documents created after the change. Existing documents keep their original numbers.

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