Document and record numbering

Esqase gives every matter, invoice, lead, and task a short, human-friendly reference code called a public ID (for example, MAT-0001 or INV-2026-0042). You control how those codes look from one place: Settings > Public IDs. Set the prefix, the number length, the starting number, and an optional year, and Esqase applies your format automatically to every new record from that point on.

What is a public ID?

A public ID is the readable label Esqase puts on a record so people can refer to it quickly, instead of using a long internal identifier no one can remember or read aloud.

Public IDs appear throughout the app:

• On a matter, the ID shows next to the matter title in the matters list and across the matter workspace (for example, MAT-0001: Smith v. Jones).
• On an invoice, the ID identifies the bill in the invoices list, on the invoice itself, and on the payment page your client sees.
• On a lead, the ID labels the prospect in your intake views.
• On a task, the ID labels the to-do item.

Each public ID is built from the same set of pieces:

• A prefix (text before the number, like MAT-).
• A zero-padded number that increases by one for each new record.
• An optional suffix (text after the number).
• An optional year, which you can place before or after the prefix or suffix.

Before you begin

• You configure numbering in the dashboard under Settings. Look for Public IDs in the settings sidebar (its icon is a small #).
• Whether you can change a given format depends on your role. Each of the four record types (matter, invoice, lead, task) is governed by its own permission. If your role includes update access for that record type (or you are the firm owner), you will see the fields and a Save changes button. If it does not, you can still view the format, but the fields are read-only and you cannot save.
• If you do not have view access to any of the four record types, the page shows a no-access message instead.

Open the Public IDs settings

The numbering settings for all four record types live on a single page.

1. In the dashboard, open Settings.
2. In the settings sidebar, click Public IDs.
3. The page shows four sections, one per record type: Matter IDs, Invoice IDs, Lead IDs, and Task IDs. Each section has its own form and its own Save changes button, so you edit and save each type independently.

Set the prefix, number length, and next number

Every section shares the same four core fields. This walkthrough uses Matter IDs as the example; the Invoice IDs, Lead IDs, and Task IDs sections work the same way.

1. In the Matter IDs section, fill in the four fields at the top:

   • Prefix is the text shown before the number, such as MAT-. This field accepts up to 8 characters. Leave it blank if you do not want a prefix.
   • Suffix is the text shown after the number. It also accepts up to 8 characters and can be left blank.
   • Number length is how many digits to pad the number to. For example, a length of 4 turns the number 1 into 0001. You can set this from 1 to 10.
   • Next number is the number Esqase assigns to the next record you create. It must be at least 1.

2. As you type, watch the Next matter ID looks like preview at the bottom of the section. It updates live to show exactly how your next ID will appear, so you can confirm the format before saving.

3. Click Save changes. While saving, the button shows a spinner and reads Saving.... On success, you see a confirmation message (for matters, Matter ID format updated). Your new format takes effect on the next record you create.

The same four fields appear for the other record types. Their labels and previews change to match the record (for example, Next invoice ID looks like, Next lead ID looks like, Next task ID looks like), and each has its own success message (Invoice ID format updated, Lead ID format updated, Task ID format updated).

What the defaults look like

When your firm is created, Esqase pre-fills each section so numbering works immediately. The starting defaults are:

You can change any of these at any time.

Add the year to your IDs (matters, invoices, and tasks)

Matters, invoices, and tasks can include the current year in their IDs, which is handy for firms that organize records by year. The Lead IDs section does not offer year options; it uses only the prefix, suffix, number length, and next number described above.

1. In the Matter IDs, Invoice IDs, or Task IDs section, select the checkbox Include the current year in matter IDs (the wording matches the record type, so for invoices it reads Include the current year in invoice IDs, and for tasks Include the current year in task IDs).

2. Three more fields appear:

   • Year position controls where the year sits relative to your prefix and suffix. Choose one of:
     • Before prefix (year, then prefix, then number)
     • After prefix (prefix, then year, then number)
     • Before suffix (number, then year, then suffix)
     • After suffix (number, then suffix, then year)
   • Year format controls how the year is written:
     • 4 digits (2026) writes the full year.
     • 2 digits (26) writes only the last two digits.
   • Year separator is a short piece of text placed between the year and the rest of the ID (for example, a hyphen). It accepts up to 4 characters and can be left blank.

3. Use the Next matter ID looks like preview to confirm the result. For example, with prefix MAT-, After prefix position, a 4-digit year, and a - separator, a new ID looks like MAT-2026-0001.

4. To start each year's numbering fresh, also select Reset the next number to 1 each new year. With this on, the next number rolls back to 1 when a new calendar year begins, so your IDs stay tidy year over year. Leave it off if you want the number to keep climbing across years.

5. Click Save changes to apply.

Validation and limits

Esqase checks your format before saving, and the Save changes button will surface a message if something is off:

• Prefix and Suffix are each limited to 8 characters.
• Number length must be a whole number between 1 and 10.
• Next number must be a whole number of at least 1.
• Year separator is limited to 4 characters.
• The combined length of the prefix, year, padded number, and suffix must be 24 characters or fewer. If your format is too long, you will see a message asking you to shorten it.

If a field has a problem, it is highlighted and a short note explains what to fix. Correct the field and click Save changes again.

Common questions

Will changing the format renumber my existing matters, invoices, leads, or tasks? No. Existing records keep the IDs they were given. A new format applies only to records you create after you save.

What does the "Next number" field actually do? It tells Esqase which number to use for the very next record of that type. After that record is created, the number advances automatically. You can set it manually here if, for example, you are migrating from another system and want your numbering to continue from a specific point.

Why doesn't the Lead IDs section have a year option? Lead IDs are intentionally kept to a simple prefix, number, and suffix. If you want year-based numbering for leads, you can build that into the prefix or suffix text yourself, though it will not roll over automatically the way the year option does for matters, invoices, and tasks.

Can I leave the prefix blank? Yes. Both the prefix and suffix are optional. If you clear both, your IDs are just the padded number (for example, 0001).

Troubleshooting

• The fields are greyed out and there is no Save button. Your role does not include update access for that record type. Ask a firm owner or an administrator to change the format, or to adjust your permissions. See Roles and permissions.
• I see a no-access message instead of the four sections. Your role does not include view access to any of the four record types. A firm owner or administrator can grant it.
• My save was blocked with a message about length. Shorten your prefix, suffix, year separator, or number length so the combined ID is 24 characters or fewer, then save again.

Related

• Your firm profile and details
• Roles and permissions
• Managing firm members
• Creating a matter
• Creating and sending invoices
• Managing leads