Invoice numbering and receipt design settings

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.

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

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.

/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-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.

/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.

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)

Invoice designer module

Receipt printers

Multiple locations