How do I set the initial Numbering for each of the Features?

Customizing Numbering and Status Options in Contractor Foreman

Maintaining consistency in how documents are numbered and tracked is essential for clear communication and accurate recordkeeping. Contractor Foreman gives you the ability to define how numbering works across modules such as Estimates, Invoices, Work Orders, and Projects, while also allowing you to tailor the status options used to track progress. By aligning these settings with your company’s workflows, you create a system that is both professional and efficient.

Configuring Numbering

Document numbering is the backbone of organized project management. A consistent numbering structure prevents confusion, ensures chronological accuracy, and makes it easier to reference documents later. Contractor Foreman allows each module to follow a numbering format that best reflects your business practices.

To configure numbering for each feature:

1. Navigate to Settings from the main menu and select Custom.
2. Scroll to Customized Starting Number and click the green pencil icon to edit.
3. For each module (e.g., Estimate, Invoice, Work Order, Change Order, Purchase Order), select one of the following:
   • Start at Number: Define a starting point (e.g., begin Invoices at 1001).
   • Custom Text: Assign identifiers manually when creating items.
   • Auto/Custom: Allow the system to automatically generate identifiers.

Numbering Options Explained

Each module in Contractor Foreman—such as Estimates, Invoices, Work Orders, Change Orders, and RFIs-can be configured to follow a numbering method that fits the way your organization operates. This ensures that every document is tracked in a consistent and meaningful way.

When editing the numbering settings for a module, you’ll see the following options:

1. 1. 1. Start at Number

         • This option allows you to set a fixed number where the sequence begins. For example, if you want invoices to begin at 1001 rather than 1, you can enter that starting point. Each new invoice will then follow sequentially (1002, 1003, and so on).

         • This is ideal for companies that already use a numbering system and want Contractor Foreman to continue the sequence without interruption.

      2. Custom Text (Applied Manually per Item)

         • With this option, numbering is not automatic. Instead, users manually assign identifiers each time a new record is created.

         • This gives you full control and flexibility—for example, you may want to use unique project codes, client references, or other custom identifiers that don’t follow a strict numeric sequence.

         • It works best in environments where identifiers must match external systems or client-specific requirements.

      3. Auto/Custom

         • The Auto/Custom option provides a balance between automation and flexibility. When enabled, Contractor Foreman will automatically generate a number for each new item by incrementing from the last number created. This ensures numbering remains consistent and sequential without requiring manual entry.

           Unlike the Start at Number option, where you define a fixed starting point, Auto/Custom continuously advances numbers as new items are created. However, you are not locked into the system’s sequence. If needed, you can overwrite the automatically generated number with your own custom value when creating an item.

           This option is particularly useful for companies that:

           • Prefer numbering to be handled automatically but still want the flexibility to make exceptions.

           • Do not have strict numbering conventions but want to avoid duplication and maintain consistency across records.

           • Manage high volumes of documents and need to reduce the manual effort of assigning numbers.

           In practice, Auto/Custom ensures every record has a unique identifier, while still giving you the ability to adapt numbering for project-specific or client-specific requirements.

      4. Prefix with Project Number (Optional)

         • Available for most modules, this adds the project number to the beginning of the document identifier. For example, if the project number is 2025-01 and the invoice number is 15, the resulting identifier could be 2025-01-15.

         • This is particularly valuable when managing multiple projects, as it immediately ties the document back to its source project.

         • The prefix option helps prevent confusion or overlap between different projects and makes searching or reporting more straightforward.

2. (Optional) Enable Prefix with Project Number to tie documents directly to specific projects.

This ensures all documents are numbered consistently and traceably, which is critical when managing multiple projects or clients.

Customizing Status Options

Status indicators provide visibility into where each document stands in the workflow. They also help teams collaborate more effectively, as everyone can instantly see if an item is pending, approved, denied, or completed. Contractor Foreman allows you to not only define the statuses but also assign colors for quicker recognition.

To edit and apply status options:

1. In Settings > Custom, locate the Status Options section.
2. Scroll down and select Custom.

1. Click the green pencil icon to modify the statuses.
2. Define each stage relevant to your process (e.g., Estimates may include Estimating, Pending Approval, Approved, Lost, Completed).
3. Assign colors that provide immediate visual cues, such as green for Approved or red for Denied/Cancelled.

Using standardized statuses across modules gives your team a consistent language for progress tracking, minimizing errors and improving response times.

Why This Matters

A strong numbering system and clear status tracking are more than administrative details—they shape the way your organization communicates internally and with clients. When these features are configured properly:

1. Traceability improves: Every document can be easily referenced without duplication or confusion.
2. Workflow becomes transparent: Teams and stakeholders know exactly where things stand at any given time.
3. Professionalism increases: Consistent numbering and clearly defined statuses reflect an organized business process.

Over time, these customizations reinforce discipline across projects and streamline reporting, which ultimately saves time and reduces miscommunication.