Invoicing for multiple businesses from one app
A side business, a consultancy and a rental. Three sets of invoices, three identities, and most invoicing apps want three subscriptions.
Why they must stay separate
Running more than one business is normal — a consultancy plus a product, a day-rate practice plus a side venture, a partnership plus a sole trader. What isn't optional is keeping the paperwork apart.
Each legal entity files its own returns, holds its own tax registration and keeps its own books. If invoices from two businesses share a numbering sequence, both sets have unexplained gaps, and gaps in an invoice sequence are precisely what a tax inspection looks for. If an invoice goes out under the wrong entity's name and tax number, it's not a formatting slip — it's a document claiming the wrong business did the work.
The usual workaround is two apps, two subscriptions, or a folder of duplicated spreadsheet templates that drift apart within a month.
What actually has to be separate
| Item | Separate? | Why |
|---|---|---|
| Invoice numbering | Always | Each entity needs an unbroken sequence for audit |
| Legal name & address | Always | It's the entity issuing the invoice |
| Tax / VAT number | Always | Wrong number, wrong return |
| Logo & branding | Usually | Clients should see one coherent business |
| Customer list | Usually | Different relationships, different terms |
| Reporting | Always | Revenue has to be attributable to one entity |
Setting it up in the app
In Quick Invoice Generator PDF
- Open the company switcher — the pill at the top of the invoice list showing the current company name.
- Add your second company. Full legal name, address, contact details and tax number, exactly as they should appear on that entity's invoices.
- Give it its own logo. Each company carries its own, so the PDF looks like it came from that business and not the other one.
- Invoice as normal. Numbering, customers and invoices are scoped to whichever company is selected — there's no shared pool to accidentally cross.
- Switch from the same pill whenever you move between businesses. What you see — invoices, customers, reports — follows the selection.
Multiple companies is a Pro feature; the free plan covers a single company.
Use distinguishable number prefixes
Even though the sequences are already separate, give each company a prefix you can read at
a glance — ACME-2026-001 and STUDIO-2026-001. Six months later,
when a client emails "about invoice 001", you'll know which business they mean.
Keeping the reporting clean
The Reports tab is scoped to the selected company, so monthly totals, paid and unpaid amounts and revenue-by-client all describe one business at a time. That's what makes the numbers usable — a combined figure across two entities isn't a number you can do anything with at tax time.
A habit worth building: at month end, switch to each company in turn and check its reports before you file anything. It takes two minutes and it's the fastest way to catch an invoice that was issued under the wrong entity while it's still easy to fix.
Run both businesses from one app
Separate logos, numbering, customers and reports per company — without a second subscription.
Free plan: 10 invoices, 3 shares a month · No account · No ads
Frequently asked questions
Can one invoice app handle two businesses?
Yes. Quick Invoice Generator PDF lets you set up multiple companies, each with its own logo, address, tax number, saved customers and invoice numbering, and switch between them from the top of the invoice list. Multiple companies is a Pro feature.
Should each business have its own invoice numbering?
Yes. Each legal entity needs its own unbroken sequence. Sharing one sequence across two businesses creates gaps in both, which is exactly what an audit looks for. See the numbering guide.
Can the same client be billed by both businesses?
Yes — customers are saved per company, so the same person can exist under each business with the details relevant to that relationship. Each invoice carries the correct issuing entity, which is what matters legally.