# Project Reference Numbers in PAI #core-concepts #reference-numbers #project-management #job-codes PAI automatically generates and manages reference numbers for projects as they move through their lifecycle. These reference numbers serve as unique identifiers and help track projects across different stages of development. ## Understanding Reference Numbers Reference numbers in PAI serve several critical functions: - **Unique Identification**: Each project has distinct identifiers throughout its lifecycle - **Stage Indication**: Different prefixes indicate where a project stands in its lifecycle - **Quick Navigation**: Reference numbers enable rapid project location using search - **External Communication**: Standardized numbers simplify client and vendor communications - **System Organization**: PAI uses these numbers internally to maintain relationships between project components ## Estimate Reference Numbers When a new project is created in PAI: - The system automatically assigns an **estimate reference number** - This reference number typically follows a specific format: - A single letter prefix (e.g., "E" for Estimate) - Followed by a 3 or 4-digit number - Example: E101, E102, E103, etc. - For new PAI instances, the numbering sequence typically starts at 100 - The system automatically increments this number with each new project - This reference number serves as the primary identifier during the estimation/bidding phase ### When Estimate Numbers Are Used Estimate reference numbers (E###) are primarily used: - During the bidding and approval process - On all estimate versions shared with clients - In search functions to quickly locate projects - In integration with external systems tracking proposals ## Project Reference Numbers When an estimate is approved and converted to an active project: - PAI assigns a second reference number, known as the **project reference number** - This reference number follows a different format: - Typically begins with the letter "P" (for Project) - Followed by a 3 or 4-digit number - Example: P100, P101, P102, etc. - Similar to estimate numbers, for new PAI instances, this sequence starts at 100 - This second reference number indicates official project status and is used for all production activities - The original estimate number remains associated with the project for historical tracking This conversion represents the transition from sales/bidding phase to active project execution, and the new reference number reflects this important status change. ## Reference Number Usage These reference numbers serve multiple purposes in the PAI workflow: Both numbers appear on relevant documentation: - Estimate number appears on all estimate versions and bid documents - Project number appears on production documents, call sheets, and invoices - Both numbers may appear on internal reports for complete reference Users can quickly locate projects using either reference number in search fields: - The global search (Cmd+K/Ctrl+K) supports searching by reference number - Project list filters can be applied using reference numbers - Direct navigation to specific projects is possible by entering the reference number - Historical tracking maintains all reference number relationships The project number becomes the primary client-facing identifier after approval: - Client communications reference the project number - The project number appears on all call sheets and production documents - Vendors reference the project number for invoicing - All deliverables are tagged with the project number The project number links all financial transactions in the accounting system: - All expense tracking uses the project number - Vendor payments reference the project number - Financial reporting relies on the project number for categorization ## System Logic for Reference Numbers PAI manages reference numbers according to specific system rules: - Reference numbers are automatically assigned in sequential order - Numbers are never reused, even if projects are archived - Reference numbers cannot be manually edited in standard configurations - Both numbers remain associated with the project throughout its lifecycle - If a project is duplicated, it receives a new estimate number - Archived projects retain their reference numbers for historical records > [!tip] > When searching for projects in PAI, using the reference number is often the fastest way to locate a specific project, especially in organizations with large project portfolios. Try using just the number portion (e.g., "101") if you can't remember whether it's an E or P prefix. ## Job Codes - Custom Reference Numbers Some organizations may need to use a custom reference number, or "Job Code" to identify and track projects and project documents. You can enable the Job Code feature in the Organization Settings page 1) Job Codes are fully customizable, ie, "JOB-123-456" 2) Job Codes cannot contain spaces 3) Job Codes are Unique, and cannot be duplicated Once Job Codes are enabled, a Job Code can be assigned in the project creation Modal. When You assign a Job Code to a project the following happens: 1) The Job Code over-rides both the Estimate (E) and Project (P) numbers in PAI and becomes the primary identifier on all external documents 2) The system generated reference numbers are still available, but take a secondary role to the Job Code. ## Related Topics - [[Projects & Estimates|Projects and Estimates]] - [[User Interface|User Interface]] - [[Budgets|Budget Management]] © 2025 PAI Tech, Inc. [paihq.com](https://www.paihq.com/)