Settings: Account Number Format
Learn how the Account Number Format section lets your business control how account numbers are created for your own clients, helping keep numbering clear, consistent, and suited to the way your organisation works.
Thought Process
The Account Number Format section exists because different businesses like to structure customer account numbers in different ways. Some want them to be generated automatically, while others may still prefer to enter them manually.
The aim of this section is to give the client control over how account numbers are built, while still encouraging a consistent and scalable structure. In most cases, automatic generation is the safer and more reliable option, but the settings are flexible enough to support different approaches.
Why it matters
A clear numbering structure makes accounts easier to identify, search, and manage throughout the CRM.
Why flexibility helps
Some organisations want simple sequential numbers, while others want prefixes and formats that reflect the customer’s name or year of creation.
How Account Numbers Can Be Created
Auto generate using running number
The CRM can automatically build the account number using the rules you choose, helping reduce manual input and improve consistency.
Manual entry
Account numbers can be typed in manually, although this is generally less reliable and is not usually recommended unless there is a specific need.
How Prefixes Can Be Built
Prefixes help make account numbers more meaningful. Instead of only using a plain running number, the CRM can add a prefix based on rules you choose.
Manual prefix
Enter a fixed prefix manually if you want all account numbers to begin with the same chosen letters or code.
Company initials
Build the prefix from the initials of the customer’s company name, helping each account number relate back to the client name.
Leading letters of company name
Use the first letters of the company name as the prefix instead of initials, creating a slightly different style of account reference.
Prefix length
Choose how many characters the prefix should use so the numbering stays as short or as descriptive as you want it to be.
Upper or lower case
Decide whether the prefix should be shown in upper case or lower case to match the style your organisation prefers.
Ignore common words
Words such as “the” and “and” can be ignored when building the prefix, helping the generated result stay cleaner and more useful.
How the Number Sequence Works
Global running number
Use one shared sequence for all accounts, regardless of what prefix is applied.
Per-prefix running number
Use a separate running sequence for each prefix, so each prefix series starts and grows independently.
This gives the business control over whether numbering should feel like one master sequence or a set of smaller grouped sequences.
How the Finished Account Number Can Be Formed
Separator or no separator
Add a separator between parts of the account number, or keep the structure continuous with no separator at all.
Include the year
Add the year into the account number structure if you want the number to reflect when the account was created.
Add a suffix
Include an ending suffix if your organisation wants another identifying part added to the final account number.
How the CRM Can Behave During Account Creation
Force auto-populate
Automatically fill the account number when a new account is being created so the user does not need to type it themselves.
Allow manual override
Let the user replace the generated account number if there is a valid reason to do so.
Lock after creation
Prevent the account number from being changed once the account has been created, helping preserve the integrity of the numbering structure.
Simple Walkthrough
- Go to Settings.
- Open the Account Number Format section.
- Choose whether account numbers should be auto-generated or entered manually.
- Set the prefix rule you want to use, if applicable.
- Choose the running number method and any structure options such as separator, year, or suffix.
- Set the behaviour options for creation, override, and locking.
- Save the settings and test the result when creating a new account.
Getting the Most From Account Number Formats
Keep it simple
A numbering structure is most useful when it is easy to read and easy for staff to understand quickly.
Prefer automatic generation
Automatic generation is usually the safer option because it reduces the risk of duplicate or inconsistent account numbers.
Think about readability
Prefixes, separators, and year settings can all help make account numbers easier to read, but too much complexity can have the opposite effect.
Lock once stable
If account numbers are used widely across your organisation, locking them after creation can help preserve consistency.
Ignore filler words
Ignoring words such as “the” and “and” can make prefixes more useful and stop them becoming awkward or misleading.
Test before relying on it
Before rolling the format out fully, create a few sample accounts so you can check the results look the way you expect.