In this article, you will learn how to customize the numbering sequence for your leads, jobs, estimates, and invoices.
When signing up for a new Workiz account, the first lead, job, estimate, and invoice created will have an ID of 1. All future leads, jobs, estimates, and invoices will continue in this sequence (e.g. ID 2, 3, 4, 5, etc.).
If you'd prefer to start your sequence from a higher number, you have the option of altering the next ID for your leads, jobs, estimates, and invoices individually.
Understanding numbering sequences
Before customizing your lead, job, estimate, or invoice numbers, it's helpful to understand how the system works and what to expect.
Job IDs
Job IDs can be numbered or coded depending on your preference.
- Numbered: Job IDs will follow a specific numbered sequence starting with the "Next job ID" in your settings (e.g., 1, 2, 3, 4, 5, etc.)
- Coded: Job IDs will be made up of a random series of numbers and letters (e.g., C5URL2)
When using the coded option for job IDs, you will not be able to define the "Next job ID".
Invoice IDs
How your estimates and invoices are numbered will depend on whether you:
- Are creating standalone or job-connected invoice
- Set your job IDs to be numbered or coded
Standalone invoices will always follow the the sequence you have in your settings for invoice numbering (e.g., 1, 2, 3, 4, 5, etc.).
Invoices created directly from jobs will always match the job ID, whether it's a number or code. Job-connected invoices will not be subject to the settings you have for invoice numbering.
Estimate IDs
Similar to invoices, how your estimates are numbered will depend on whether you:
- Are creating standalone or job-connected estimate
- Set your job IDs to be numbered or coded
- Copy the estimate to a job
Standalone estimates will always follow the the sequence you have in your settings for estimate numbering for as long as they remain a standalone estimate (e.g., 1, 2, 3, 4, 5, etc.). If the standalone estimate is copied to a job, the estimate ID will automatically change to match the job ID followed by a dash. For example, if the job ID is 10, the estimate ID will be updated to 10-1. The original estimate ID will no longer be accessible once it has been copied to a job.
Estimates created directly from jobs will always match the job ID, whether it's a number or a code. Job-connected estimates will not be subject to the settings you have for estimate numbering.
Lead IDs
Lead IDs will follow a specific numbered sequence starting with the "Next lead ID" in your settings. If you are converting a lead into a job, the ID will automatically change and be subject to the settings you have for job IDs. For example, if your lead ID is 10, but your next job ID is 25, the lead will automatically change into a job and receive a job ID of 25. The original lead ID will no longer be accessible once it has been converted into a job.
How to change your numbering sequences
- From the top navigation bar, select your profile icon > Settings
- Under General settings, select Numbering
- Enter the next ID for your leads, jobs, estimates, and invoices
You cannot go back in sequence. Meaning, if the next job ID is currently set to 10, you cannot enter a number less than 10.
- Select Save