For agencies📋 Scheduling & Dispatch

Turn on readable job numbers

Give every job a short number like C-DKY-EPH-0001 that your team, your interpreters, and your customers can all quote.

By default a job is identified by a long internal id that nobody can read out over the phone. Turn on job numbers and every new job gets a short readable one instead, built from your initial, your city and state, the customer's own short code, and a running count for that customer.

Watch the walkthrough

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A short code your team, interpreters and customers can all quote. · Open in a new tab

Step by step

  1. 1Open Settings, Billing & Subscription, Billing Rules, and find the Job number prefix field.
  2. 2Enter a prefix, or click the suggested one. A job then numbers like C-DKY-EPH-0001, where EPH is the customer's short code and 0001 is that customer's first job.
  3. 3Leave the prefix blank if you would rather keep job numbers off. Nothing changes until you set one.
  4. 4Set or edit a customer's short code on their record under Operations, Customers.
  5. 5To find a job by its number, click Search assignments (the magnifying glass on the dispatch board) and type it in the "Job number" box. It searches every date, and you can leave off your prefix: EPH-0001 finds C-DKY-EPH-0001.

Tips

  • A number is stamped once, when the job is created, and never changes afterwards. Editing your prefix later leaves every number already issued exactly as it was, so your history keeps matching your invoices.
  • Interpreters see the job number too, on their assignment card and in their subscribed calendar feed, which gives everyone one thing to quote when they call about a job.
  • You can add a Job # column to your invoices. It starts switched off, like PO # and Bill to.
  • On QuickBooks invoice lines the job number takes the place of the old job reference. Lines already sent to QuickBooks keep the reference they were sent with, so nothing you have already filed changes.
  • Numbers count per customer rather than across your whole agency, so each customer's jobs run 0001, 0002, 0003 in their own sequence.
  • Part of a number, such as 0001, works too. It can take a little longer, because OneTerp then checks every job for it.

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