Where control turns projects into profit

A new client signs a contract, the project team is ready to kick off, and you need to create the job in AtomicSam. But how you identify that work matters more than just giving it a name. Whether you are filing drawings in an architecture firm, tracking sub-folders on a server, or matching invoices in an accounting system, your job numbering is the thread that keeps your commercial records organized.

Without a consistent numbering convention, you risk fragmented filing and manual reconciliation. Worse, you lose the ability to quickly identify which project belongs to which client or year just by looking at an invoice. AtomicSam gives you the commercial control to automate this naming, ensuring every piece of work follows your firm's specific logic from the moment it is scoped.

Building Your Identification Logic

In professional services, your job number is often a shorthand for your project's history. AtomicSam allows you to move beyond simple lists and create a numbering system that reflects your internal filing needs or client reporting requirements. By automating these formats, you remove the risk of "double-numbering" or team members making up their own codes when they are in a rush.

You can configure these settings by navigating to Settings > Job Configuration > Numbering Formats. Here, you define the "DNA" of your job IDs.

💡 Tip: If you are migrating from a legacy system, try to match your existing pattern exactly. This allows your team to search for historical projects using the same mental shortcuts they’ve used for years.

Choosing the Right Format

Every firm has a different "source of truth" for their projects. Use the table below to decide which logic provides the most clarity for your staff and your clients.

Format Style	Use this when…
Simple Sequential	You want a straight numerical count (e.g., 1001, 1002) and don't need to distinguish between clients at a glance.
Client Prefix + Global Seq	You want to see the client code (e.g., APPL-1001) but need every job number across the whole firm to be unique and chronological.
Client Prefix + Per-Client Seq	You want to show a client how many jobs you've done for them (e.g., APPL-01, APPL-02). This is great for high-volume, long-term retainers.
Year-Based Sequential	Your workflows reset annually or you need to track vintage (e.g., 24-001, 24-002). This prevents your job numbers from becoming unwieldy over a decade of operation.

📸 [Screenshot: The format dropdown menu highlighting the four primary numbering styles]

Configuring Design Elements

Once you have chosen your logic, you can fine-tune the visual structure of the ID. This ensures your IDs fit into the columns of your finance exports and look professional on client-facing quotes.

Prefixes: You can add a static string (like "JOB-") to the start of every ID.
Padding: This determines the length of the number. For example, a padding of 4 turns "1" into "0001". This prevents IDs from jumping in length as you grow, keeping your digital folders perfectly sorted.
Separators: Choose between dashes, underscores, or periods (e.g., ACME-2024.001) to match your firm's existing style guide.
Client Code Length: If you use client-based prefixes, you can tell AtomicSam to always use the first 3 or 4 letters of the client name to keep IDs consistent.

⚠️ Heads up: Changing your numbering format mid-year will not retroactively update existing jobs. It only applies to new jobs created after the save. This preserves the commercial integrity of your existing contracts and invoices.

Managing the Sequence

Sometimes, you need to "skip" numbers to align with a legacy system or reset a sequence after a test project. In the Sequence Management section, you can view the Next Available Number. You can manually increase this number at any time.

📸 [Screenshot: The Sequence Management table showing 'Current Number' and 'Next Number' edit fields]

✅ Did you know: If you are using Year-Based numbering, AtomicSam can automatically roll your sequence back to 001 on January 1st if you choose, or it can keep the count climbing across years.

Pro Tips / Common Gotchas

Think about your server: Most operating systems sort files by name. If you don't use Padding (e.g., you use 1, 2, 10 instead of 001, 002, 010), your computer will likely sort "10" right after "1". Use at least 4-digit padding to future-proof your filing.
The "Gap" Hazard: Avoid manually reducing the sequence number. If you set the "Next Number" to a value that has already been used, AtomicSam will block the job creation to prevent "ID collisions." Commercial control requires 1:1 relationships between numbers and jobs.
Client Expectations: If you use Per-Client Sequencing, remember that your client sees exactly how many jobs you've run for them. If you want to keep your internal volume private, stick to Global Sequencing or Year-Based formats.