# Invoice numbering and receipt design settings

> Set invoice numbers with invoice schemes and design receipts and A4 invoices with invoice layouts, ready-made templates and a live preview in SmartPOS Hub.

Source: https://docs.smartposhub.com/settings/invoice-and-receipt-settings/  
Last updated: 2026-10-30  
Product: SmartPOS Hub (https://smartposhub.com)

This guide explains how SmartPOS Hub numbers your invoices (invoice schemes) and how your receipts and invoices look (invoice layouts), including ready-made templates for your type of business. It is for owners and managers. Choosing a template and a numbering format takes about ten minutes.

## Before you start

- Permission: invoice settings access (owners and Admin have it).
- Your logo is uploaded in **Settings › Business Settings › Business**.
- Your locations exist: [Multiple locations](https://docs.smartposhub.com/start/locations/).

Open **Settings › Invoice Settings**. It has two tabs: **Invoice Schemes** (numbering) and **Invoice Layouts** (design).

## Invoice schemes: numbering

Each scheme card shows the **Next number** (for example `ZM-02612`), whether it is sequential, the number of digits, how many invoices were issued, which locations use it, and buttons **Edit**, **Set as default** and **Delete**.

![Invoice Schemes tab with one card per location, each with the next invoice number, Sequential, Number of digits 5, issued count and Used in location](https://docs.smartposhub.com/_astro/invoice-schemes-tab.C47rX_49.png) (web app page: `/invoice-schemes`)
*Invoice Schemes: one card per numbering format.*

### Add a scheme with Number presets (fastest)

1. On the **Invoice Schemes** tab, click **Number presets**.
2. Tick the formats you want: **Yearly invoices** (`INV-2026-0001`), **POS sales** (`POS-0001`), **Receipts** (`RCPT/26/0001`), **Tax invoices** (`TI-2026-00001`), **Plain numbers** (`001001`), **Random numbers**, or one per location using its location code.
3. Optional: tick **Make it the default scheme**, and keep **Also use it for this location's invoices** for location presets.
4. Click **Import** and confirm. Formats you already have are skipped.

![Number presets window with Yearly invoices, POS sales, Receipts, Tax invoices, Plain numbers, Random numbers and one preset per location](https://docs.smartposhub.com/_astro/invoice-number-presets.Dj2nLXTv.png) (web app page: `/invoice-schemes`)
*Number presets add common formats in one click.*

### Add a scheme by hand

Click **+ Add**, then fill in **Name**, choose a format card, the **Numbering Type** (sequential or random), **Prefix**, **Start from** and **Number of digits**. The window shows "Your invoice numbers will look like…" as you type. Tick **Set as default** if new locations should use it, then **Save**.

**Tip:** 
Changing a scheme does not renumber old invoices. If you need a fresh series (for example a new year), add a new scheme and switch the location to it.

## Invoice layouts: what the receipt looks like

The **Invoice Layouts** tab shows each layout with a thumbnail, its design and paper size, where it is used, and **Preview** and **Edit**.

![Invoice Layouts tab with the Default layout card showing a Modern retail A4 thumbnail, the locations using it and Preview and Edit buttons](https://docs.smartposhub.com/_astro/invoice-layouts-tab.BsCpFrtF.png) (web app page: `/invoice-schemes`)
*Invoice Layouts: Import invoice templates or Add your own.*

### Import a ready-made template

1. On **Invoice Layouts**, click **Import invoice templates**.
2. Filter by business type (**All business types**, Grocery, Restaurant, Pharmacy…) and paper size (**A4**, **80mm**, **58mm**), or search.
3. Click the eye button to see a template full size. Tick **Select** on the ones you want.
4. Optional: tick **Make it the default layout** (one template only) and pick **Use for location**.
5. Click **Import** and confirm. Each template becomes a normal layout you can edit.

![Import invoice templates gallery with Modern retail, Corporate minimal, Grocery receipt, Restaurant bill, Fast food order, Cafe and bakery receipt, Kitchen order ticket and Fashion boutique templates](https://docs.smartposhub.com/_astro/import-invoice-templates-gallery.CJtSMh_o.png) (web app page: `/invoice-schemes`)
*Templates for retail, grocery, restaurants, cafés, kitchens, fashion and more.*

### Edit a layout

Click **Edit** on a layout. At the top, **Design & live preview** lets you **Choose a design**, the accent colour, text size and terms or policy text. Below are the sections for the header (logo, business name, address, tax number), the item table (which columns to show), totals, footer and extras such as QR code or loyalty points. The live preview on the right updates as you change anything; switch paper size, sample data or **Latest sale**, and print a test. Click **Save** when done.

## Choose the scheme and layout per location

Each location has four choices under **Invoices & prices**: **Invoice scheme for POS**, **Invoice scheme for sale**, **Invoice layout for POS** and **Invoice layout for sale**. Set them on **Settings › Business Locations › Edit**, or on the location's **Settings** page. See [Multiple locations](https://docs.smartposhub.com/start/locations/).

## Tips and mistakes to avoid

- **Use 80 mm layouts for the POS** and A4 for invoices sent to business customers.
- **Print a test on the real printer** before going live; thermal printers cut long lines.
- **Keep one scheme per branch** so two branches never print the same number.
- **Tax invoices**: show your tax number (Business Settings › Tax) on the layout if the law requires it.

## Related pages

  - [Receipts and invoice layouts (selling)](https://docs.smartposhub.com/selling/receipts-and-invoice-layouts/)
  - [Invoice designer module](https://docs.smartposhub.com/modules/invoice-designer/)
  - [Receipt printers](https://docs.smartposhub.com/settings/receipt-printers-and-barcode-printers/)
  - [Multiple locations](https://docs.smartposhub.com/start/locations/)

## Frequently asked questions

### What is the difference between an invoice scheme and an invoice layout?

The scheme decides the number, such as INV-2026-0001. The layout decides how the printed or e-mailed receipt or invoice looks. Each location picks one of each for POS sales and one of each for other sales.

### Can each branch have its own invoice numbers?

Yes. Create one scheme per branch (Number presets can make one per location in one click) and choose it on each location.

### Can I make random invoice numbers?

Yes. Choose the random numbering type, or the Random numbers preset. Random numbers do not reveal how many sales you make.

### Which paper sizes are supported?

A4 for full invoices, and 80 mm and 58 mm for thermal receipts. Each template is marked with its paper size.

### Can I see the receipt before saving my changes?

Yes. The layout editor has a live preview that updates as you type, with sample data or your latest sale, and a paper-size switch.

### Can I have a different receipt for POS and for invoices?

Yes. On each location set Invoice layout for POS (for example an 80 mm receipt) and Invoice layout for sale (for example an A4 invoice).

### Will importing templates change my current receipt?

No. Each imported template becomes a new layout. Your default layout changes only if you tick Make it the default layout.

### Can I add my return policy or bank details to the receipt?

Yes. Use the footer, terms and policy text in the layout editor. Many templates already have places for bank details, a QR code and loyalty points.