Invoice Number Formatting

When generating invoices, SupportAbility creates a unique invoice number for Internal [Direct] and External [Plan Managed] invoices


Internal [Direct] Accounts Receivable Invoice Number

The internal invoice number generated is comprised of three parts:

  • Prefix: an alphanumeric code that comes before the invoice number
  • Number:  a numeric  invoice number, left padded with zeros
  • Suffix: an alphanumeric code that comes after the invoice number

Not only will this invoice number generate in the invoice batch export for your organisation's finance system but is also used as the 'Claim reference' for NDIS Payment Requests. Please note NDIS Payment Requests have a max length of 49 characters on the ClaimRef field which contains the invoice number.

Providers can choose a prefix, invoice starting number, a suffix and also choose the number of zeros to pad the front of the invoice number if they wish. 

For example, if the prefix is set to ' INV', the suffix is set to 'SA' and the number of padded zeros is set to 6, then invoice number 604 would display as INV000604SA. This is something the Customer Success team can set for you once you inform us how your organisation would like the settings to be configured.


Internal [Direct] Accounts Receivable Invoice Number Formatting Options

Next Invoice Number

The next invoice number can be configured so that SupportAbility will start generating invoice numbers following that number.  Please note: for providers who have already begun generating internal invoice batches, the numbers will already have accrued beyond number 1. 

Invoice Number Padding Left Zeros

The number of zeros that you wish entered before the invoice number can be customised here, by default this is set to 6. These can be removed altogether as required. Please note, some finance systems require a set sequence of numbers for invoices. 

Invoice Number Prefix

An invoice number prefix can be customised here, by default this is set to INV. This can be removed altogether if required. 

Invoice Number Suffix

An invoice number suffix can be customised here, by default this is set to SA. This can be removed altogether if required. 


External Invoice Formatting Options

Invoice Number Padding Left Zeros

The number of zeros that you wish entered before the invoice number can be customised here, by default this is set to 6. These can be removed altogether as required. Please note some finance systems require a set sequence of numbers for invoices. 

Invoice Number Prefix

An invoice number prefix can be customised here, by default this is set to EX. This can be removed altogether if required. 

Invoice Number Suffix

An invoice number suffix can be customised here, by default this is blank. 


Invoice Number Design Considerations

WARNING: It is important to ensure that the invoice number formatting options are configured differently for Internal [Direct] and External [Plan Managed] AR invoices to avoid the possibility of invoice number clashes. 

Whilst the prefix and suffix can be removed altogether, we recommend retaining at least one of these as an identifier. This will ensure that it is clear in your finance system that this invoice data has been generated using SupportAbility. 

Please also keep in mind the following specification requirements of the various when designing your invoice number formatting:


How is this updated in SupportAbility?

Please send a support request to support@supportability.com.au if you would like the Invoice Formatting configured for your organisation via your organisations Authorised Representatives.

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