Record Numbering

Go to Settings > Record Numbering 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.

You need Manage team permission with access to every location to change the formats. Everyone else who opens the page sees every editor read-only.

Configure a format

Each record type (lead, estimate, job, invoice) 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, and narrows the reset choice automatically when you remove part of the date.

• 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 to save each changed record type. Each format saves independently. If one save fails, successful formats remain saved while the failed format keeps its draft and shows its own Retry action. Review the saved and unsaved values before retrying; edits made while a save is in progress are retained for review instead of silently discarded.

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

Estimate numbers

Estimates get a number on every creation path: the web New estimate flow, the holiday-lights bulk re-quote, and estimates created offline on mobile. An estimate created offline is numbered when its upload reaches the server, never on the device, so two techs working offline in the field can never allocate the same number.

The number appears on the estimates list (with search), estimate detail, client history, lead detail, and next to the linked estimate on the invoice detail page.

Job numbers

Clean Estimate Pro automatically allocates job numbers for accepted estimates, maintenance visits, governed repeat-work requests, and the web New job dialog. The allocator honors an existing job-specific configuration when one has been provisioned; otherwise, its default begins at JOB-0001. The number appears in Calendar cards, the unscheduled rail, All jobs, job detail, and client job history, and All jobs search matches it.

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.

A record created before its type started allocating numbers shows Legacy estimate (or Legacy job, and so on) instead of an invented number. Clean Estimate Pro does not backfill or rewrite that identity.

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.

Date segments and reset boundaries run on UTC, not your local time zone.

The server allocates each number atomically, so simultaneous record creation from multiple devices cannot claim the same visible number. Changing a reset policy carries the counter forward to the new boundary instead of restarting it, so a number that was already handed out is never reissued.

Mobile

The mobile app shows the allocated estimate number once the sync rules are redeployed to pick up the new column. That redeploy is pending, so estimate numbers do not appear in the mobile app yet even though the server already allocates them.