Record Numbering

Go to Settings > Record Numbering on the web, or open More > Pricing > Record Numbering in the mobile app, to control the visible number assigned to each new lead, estimate, job, and invoice. The saved format is global for the active workspace, so web, mobile, API, import, and automation-created records all use the same sequence.

The mobile entry is owner-only and opens the same global web editor, so there is one source of truth rather than a second device-specific number format.

You need Manage Settings permission to change the formats. Teammates who can open the page without that permission have view-only access.

Configure a format

Each record type has its own compact editor and live preview:

• Prefix — up to 12 letters or numbers, such as L, EST, JOB, INV,

or RS.

• Date segment — no date, the four-digit year, or the full YYYYMMDD date.
• Reset counter — never, every year, or every day. The page only offers

reset choices that keep the resulting number unique.

• Sequence digits — the minimum width of the numeric sequence. A value of

6 displays sequence 1289 as 001289; the number continues normally after it grows beyond the minimum width.

• Minimum next sequence — the lowest number the next new record may use.

Clean Estimate Pro will not move backward over an existing number or an already allocated counter.

Select Save number formats after reviewing all four previews.

For example, to create a job number such as RS-2026-001289, set:

• Prefix: RS
• Date segment: Year
• Reset counter: Every year
• Sequence digits: 6
• Minimum next sequence: 1289

Existing records

Changing this setting affects new records only. Existing lead, estimate, job, and invoice numbers remain unchanged, and their internal links do not change.

If you need a one-time historical renumber, contact an administrator so the change can be planned and verified across every related workflow.

Avoiding duplicate numbers

Date and reset choices must identify the same period. A format with no date can only use a counter that never resets. A year-only format can reset yearly or never, while a full-date format can also reset daily. The settings page adjusts the reset choice automatically when you remove part of the date.

The server allocates each number atomically, so simultaneous record creation from multiple devices cannot claim the same visible number.