What should I do with old invoices when I switch to online invoicing?
Keep the paper books safely stored, continue your numbering in the new tool, and mark the switchover date clearly.
Keep the paper books, store them safely, and carry on your invoice numbering in the new tool. The aim is an unbroken trail from the old system to the new one.
Continue the numbering
Most invoicing tools let you set the next number. Start it one after the last paper invoice. Gaps and repeats confuse customers and anyone reviewing your accounts.
Handle open invoices
- List every unpaid paper invoice.
- Track them to payment on that list, not in the new tool.
- Close the list once the last one is paid.
Store the old books
Label each book with its date range and keep them somewhere dry. Scanning them is optional, but a scan protects against loss. How long you must keep records depends on where you operate, so confirm the rule with your accountant; this is general information, not tax advice.
Invoicing is move two in the moving plan. For the storage question, see which files to scan.