Understanding Estimate Numbers

8 min read

Learn how QuoteCreator generates estimate numbers and how to customize them for your workflow.

What Are Estimate Numbers?

Every estimate in QuoteCreator gets a unique number. This helps you:

• Reference estimates in conversations ("Per EST-20251101-001...")
• Organize your work chronologically
• Track estimates in your accounting system
• Avoid confusion between different projects

How Estimate Numbering Works

Date-Based Numbering (Default)

Format: EST-YYYYMMDD-NNN

Breaking it down:

• EST = Prefix for "Estimate"
• YYYYMMDD = Today's date when the estimate was created
• NNN = Counter for that day (001, 002, 003...)

Why Date-Based?

Problem we solved: Old sequential numbering (EST-001, EST-002, EST-003...) had a fatal flaw:

How Estimates Are Numbered

Your First Estimate

When you create your first estimate on November 1, 2025:

Generates: EST-20251101-001

Stored: Counter for that date (001) saved in browser

Your Second Estimate (Same Day)

Later that day, you create another estimate:

Generates: EST-20251101-002

Logic: Same date, so counter increments (001 → 002)

Next Day

On November 2, 2025, you create a new estimate:

Generates: EST-20251102-001

Logic: New date, so counter resets to 001

Customizing Estimate Numbers

Don't like the automatic number? You can change it!

How to Edit Estimate Numbers

Step 1: Start Creating an Estimate

1. Go to New Estimate
2. At the top of the form, you'll see the estimate number section

Step 2: Click "Edit"

1. Find the estimate number display (e.g., EST-20251101-001)
2. Click the "Edit" button next to it

Step 3: Enter Your Custom Number

The field becomes editable. Type any format you want:

Step 4: Save Your Estimate

• Click anywhere outside the field or click "Cancel" to lock it in
• Continue filling out your estimate
• When you save, your custom number is used

Custom Numbering Examples

Sequential (Old Style)

Format: EST-0001, EST-0002, EST-0003...

When to use:

• You prefer simple sequential numbers
• You're migrating from old QuoteCreator
• You manually track your last number

How to continue:

1. Remember your last estimate number (e.g., EST-0042)
2. When creating new estimate, click "Edit"
3. Type EST-0043
4. Next time, manually type EST-0044, etc.

Project-Based

Format: EST-PROJECT-001, EST-PROJECT-002...

When to use:

• You work on long-term projects with multiple estimates
• You want estimates grouped by project name

Client-Based

Format: EST-CLIENTNAME-001

When to use:

• You have repeat clients with multiple estimates
• You want client name visible in number

Best Practices

Do This:

Keep it consistent: Pick a format and stick with it

Include the date (in some form): Makes sorting easier

Use leading zeros: Helps with sorting

Keep it professional: Clients see this on the PDF

Avoid This:

• Changing formats mid-stream: Pick one and stick with it
• Too complex: EST-2025-Q4-NOV-WEEK1-SMITH-BATHROOM-REV3-001
• Special characters: Stick to letters, numbers, and dashes

Frequently Asked Questions

Q: Why does my estimate start with today's date?
A: QuoteCreator uses date-based numbering by default. This prevents duplicate numbers if you clear your browsing history.

Q: Can I change it to EST-001, EST-002, EST-003?
A: Yes! Click "Edit" and type your desired number. You'll need to manually increment each time (002, 003, 004...).

Q: Why did my counter reset to 001?
A: The counter resets each day. This is normal.

This is intentional - prevents duplicates across days.

Q: I cleared my cache and my numbers are off. Help!

Solution 1: Let it be

• New estimates will use today's date
• Old estimates keep their numbers
• No duplicates because dates differ

Solution 2: Manual override

• Remember your last number (check old estimates or sent PDFs)
• Click "Edit" and continue from there
• E.g., if last was EST-0042, manually type EST-0043

Solution 3: Restore from backup

• If you created a backup before clearing cache
• Restore to get your counters back
• Next estimate continues correctly

Q: Can I have different prefixes? (QUOTE, INV, EST)
A: Yes! Just type the prefix you want:

Currently, you change this per-estimate by clicking "Edit."

Q: My client asked about the long number. What do I say?

Professional response:

Or keep it simple:

Q: Will my old estimates (EST-001 format) still work?
A: Yes! Old and new formats coexist perfectly.

Pro Tips

Tip 1: Use Dates for Chronology

Even if you customize, include a date somehow:

Makes it easy to find estimates by timeframe.

Tip 2: Client Prefixes for Repeat Work

If you have a long-term client with many estimates:

Easy to filter/search later.

Tip 3: Create Backups to Preserve Counters

Before clearing cache or switching devices:

1. Go to Settings → Backup & Restore
2. Create a Backup
3. After restore, counters continue correctly

Summary

Format	Example	Pros	Cons
Date-based (default)	EST-20251101-001	No duplicates, automatic	Longer, resets daily
Sequential	EST-0042	Simple, short	Duplicates if cache cleared
Project-based	EST-KITCHEN-001	Clear project context	Longer
Client-based	EST-ACME-001	Clear client context	Longer