Client numbers and automatic payment references

A client number helps you identify who you are working with. A payment reference helps connect an incoming payment to an invoice. They serve different purposes, but both can save you from repeatedly entering and checking numbers by hand.

Aeglio now supports stable client numbers and automatic payment references. You can choose whether to show client numbers and whether to generate payment references automatically. Neither display nor reference automation is enabled by default.

A stable number for each client

Each client receives a unique number within your team, starting at 1000, then 1001, 1002 and so on. The sequence continues beyond 9999, and a client's number stays with that client.

To make the numbers visible, open Team settings → Clients and enable Show client numbers. You will then see the number on the client profile, in the invoice editor and invoice details, and on public invoices and invoice PDFs.

The setting controls visibility, not allocation. New clients receive numbers even while display is off, and existing clients are included through the numbering rollout. Turning display off and back on does not reset or reassign numbers. Supplier-only records do not receive a client number unless they also become clients.

For example, a client numbered 1000 keeps that identifier across their invoices. Their invoice numbers and payment references remain separate: a client number identifies the relationship, not a particular invoice or payment.

A payment reference, ready when you need it

Open Team settings → Invoices and enable Automatic payment reference numbers to let Aeglio fill the reference field on new invoices. Your company country must be set before you enable it.

You can choose between two assignment modes, with help text under the setting explaining each one.

Per invoice: a separate reference for each invoice

This is the default mode. Each new invoice gets its own payment reference, making it easier to distinguish payments for different invoices from the same client.

The reference appears as soon as you open the new invoice form, alongside the invoice number. You do not have to save the invoice first. Saving keeps that reference, including after correcting a validation error.

Opening a form reserves its reference. If you leave without creating the invoice, the reference is not reused, so gaps in the sequence are normal.

Per client: the same reference for repeat payments

In this mode, Aeglio fills the reference after you select a client. That client keeps the same reference for subsequent invoices using the same reference format. This can be useful for ongoing services or regular customers who are familiar with their payment details.

Client number display does not need to be enabled to use this option. Payment references use their own sequence, starting from a base of 1000, independently of client numbers and invoice numbers.

If you change the client on an invoice with an automatically generated client-based reference, Aeglio updates the reference to match the newly selected client. Changing your team's reference settings does not rewrite references on existing invoices.

A shared reference identifies the client, but it may not identify a single unpaid invoice. If several invoices could match a payment, you may need to select the correct one during reconciliation.

Choose the reference format for your team

Teams whose company country is Estonia can choose Estonian domestic or ISO 11649 (RF) references. Teams in other supported countries use ISO 11649 automatically.

• Estonian domestic references contain digits and a calculated check digit.
• ISO 11649 references begin with RF and include check digits.

Aeglio calculates the reference for you. You do not need to build it from your invoice number, strip a prefix or calculate a check digit yourself.

Keep your existing workflow where it matters

Automatic references apply to new invoices, including invoices generated from recurring schedules and converted estimates. Enabling the setting does not backfill existing invoices or generate references for historical imports. Explicitly supplied manual references are preserved.

Generated references are protected from direct editing. Your existing manual reference workflow remains available when automation is off.

References appear in the invoice's payment details. Email placement stays under your control: add the {reference_number} token to your invoice email template wherever you want the reference to appear. Aeglio does not append an extra reference line automatically.

Enable either feature, or use both

Start with Team settings → Clients if you want a consistent identifier for each customer. Use Team settings → Invoices if you want to reduce manual work when preparing payment references.

The two settings are independent. You can show client numbers, automate payment references, use both, or leave your current visible workflow unchanged.