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Client and Project Codes ​

Set up custom numbering schemes for clients and projects to simplify reference and organization.

🎥 Video Tutorial ​

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Learn how to configure client and project code numbering schemes in Hidma.

Overview ​

Client codes and project codes provide short, memorable identifiers that make it easier to reference clients and projects throughout Hidma and in your daily work. Rather than always using full names like "Acme Corporation International Holdings Limited," you can use a simple code like "ACM-001" or "C-0234." These codes appear on timesheets, invoices, reports, and throughout the interface, making data entry faster and references clearer.

Beyond just convenience, codes support systematic organization. Properly designed coding schemes can embed meaning - perhaps the first letters indicate client type or industry, the numbers show sequence of onboarding, and suffixes indicate geographic region or service line. This structured approach to identification helps with reporting, filtering, and understanding your client and project portfolio at a glance.

Benefits of Using Codes ​

Faster Data Entry ​

When team members fill out timesheets, searching through long client names can be tedious, particularly when you serve many clients with similar names ("Smith Consulting," "Smith & Associates," "Smith Advisory Group"). Client codes make selection faster - type "SM-01" and immediately find the right client without scanning through similar names. The time saved per timesheet entry might be small, but multiplied across dozens of team members and hundreds of timesheet entries, it adds up significantly.

Clearer Communication ​

In verbal or written communication, codes are easier to reference than full names. "Can you review the budget for ACM-2024-TAX?" is clearer and faster than "Can you review the budget for the Acme Corporation 2024 tax return preparation project?" Codes become shorthand in team communication, making conversations more efficient while maintaining clarity.

Denser Reports ​

Reports containing codes can display more information in less space. A WIP report showing client codes in one column rather than full names makes the report more scannable and fits more data on screen without horizontal scrolling. When reviewing reports containing dozens or hundreds of entries, this density improves usability significantly.

Systematic Organization ​

Well-designed code schemes embed organizational logic. Perhaps codes starting with "C-" are corporate clients while "I-" indicates individuals. Or codes ending in "-TX" are tax projects while "-AU" indicates audits. This systematic approach makes codes more than just identifiers - they become metadata that communicates client or project attributes at a glance.

Configuring Client Codes ​

Enabling Client Codes ​

Navigate to Settings → Configuration → Client Settings (exact path depends on your configuration), and look for the "Client Code" setting. Toggle it on to enable code functionality. Once enabled, you'll see code configuration options and a code field will appear when creating or editing clients.

Code Configuration Options ​

Hidma offers two primary approaches to client codes:

Custom Text (Manual Entry) The simplest approach - when creating clients, you manually enter whatever code makes sense. Perhaps you type "ACM" for Acme, "WID" for Widget Co, "SMI" for Smith & Associates. This freeform approach gives you complete flexibility but requires you to remember and consistently apply your own coding convention.

With custom text, you can set maximum length (perhaps limit codes to 10 characters) and determine whether codes are required or optional. Make codes required if you want to enforce the discipline of always assigning codes; make them optional if codes are just nice-to-have conveniences.

Custom Scheme (Auto-Generated) For more systematic organization, configure an auto-generation scheme that Hidma applies automatically. The scheme consists of three components:

Prefix - A text string that starts every code. Perhaps "CL-" for "Client" or "C-" for brevity. Prefixes help codes stand out as codes rather than being confused with other numbers, and can encode meaning (perhaps "CC-" for corporate clients, "CI-" for individual clients).

Sequence Number - An automatically incrementing number starting from whatever value you specify. Start at 1 for simple sequential codes (CL-0001, CL-0002, CL-0003), or start at 100 or 1000 if you want larger numbers. The sequence increments with each new client created, ensuring uniqueness without manual intervention.

Padding - Zero-padding that keeps number length constant. With padding of 4, the sequence creates 0001, 0002, ... 0999, 1000. Without padding, you'd get 1, 2, ... 999, 1000 - which works but looks inconsistent. Padding makes codes more professional and ensures they sort properly alphabetically.

Suffix - Optional text appended to the end. Perhaps a year like "-24" or a location code like "-NY". Suffixes add additional classification information to codes.

An example scheme: Prefix "CL-", starting number 1, padding of 4, suffix empty creates codes like CL-0001, CL-0002, CL-0003...

Type-Specific Schemes ​

If your organization categorizes clients by type (individuals, companies, partnerships, nonprofits), you can configure different code schemes for each type. Perhaps companies get codes starting with "CC-", individuals with "CI-", nonprofits with "CN-". When creating a client, select their type and Hidma automatically applies the appropriate scheme.

Configure type-specific schemes by adding custom code patterns for each client type in the code settings. Define the prefix, sequence, padding, and suffix for each type separately. A default scheme handles any client types without specific configurations.

Configuring Project Codes ​

Enabling Project Codes ​

Project code configuration works identically to client codes. Navigate to Settings → Configuration → Project Settings, toggle on "Project Code," and choose between custom text (manual entry) or custom scheme (auto-generated).

Project Code Schemes ​

Project codes often embed more structure than client codes since projects have more dimensions - perhaps client, year, and service type. Common project code patterns:

Client + Sequential - Combine client code with project sequence number. If client is ACM, projects become ACM-P001, ACM-P002, ACM-P003. This clearly shows which client owns each project while maintaining uniqueness.

Client + Year + Type - Encode multiple attributes: ACM-2024-TAX for Acme's 2024 tax return, ACM-2024-AUD for Acme's 2024 audit. This self-documenting approach makes codes immediately meaningful even without looking up project details.

Pure Sequential - Simple incrementing numbers like P-0001, P-0002 without client reference. This works when project identification happens through other means and you just need unique codes.

Configure the scheme that matches your organizational needs. More structure provides more information but creates longer codes. Balance informativeness against brevity.

Type-Specific Project Schemes ​

Like clients, projects can have type-specific schemes. Perhaps audit projects follow one pattern (AUD-####), tax projects another (TAX-####), and advisory projects a third (ADV-####). Configure separate schemes for each project type, and Hidma applies the appropriate pattern based on the project's type classification.

Using Codes ​

Displaying Codes ​

Once configured, codes appear throughout Hidma:

Client Lists - Client codes show alongside or instead of full names in client selection dropdowns and client list views.

Timesheet Entry - When selecting clients or projects for time logging, codes appear making selection faster and clearer.

Bills and Invoices - Client and project codes can display on invoices (depending on your document template configuration), providing clear client reference.

Reports - Most reports can include code columns, making reports denser and more scannable.

Configure whether codes display before names ("ACM - Acme Corporation") or after names ("Acme Corporation - ACM"), or replace names entirely in certain views. These display preferences affect readability and should match your team's preferences.

Filtering and Searching by Code ​

In most interfaces where you can search or filter by client or project, you can use codes as search terms. Type "ACM" and find all clients with that code. Type "TAX" and find all projects with TAX in their code. Codes become efficient search shortcuts that bypass spelling challenges or name ambiguity.

Best Practices ​

Code Configuration Tips

Keep Codes Short The purpose of codes is quick reference and data entry efficiency. Codes longer than 10-15 characters defeat that purpose. Aim for 6-10 characters for most codes - long enough to be meaningful and unique, short enough to type and remember easily.

Be Consistent Whatever scheme you choose, apply it consistently. Don't mix free-text codes with auto-generated codes, don't change padding mid-stream, and don't abandon your prefix conventions. Inconsistency creates confusion and reduces codes' value as systematic organizational tools.

Document Your Scheme Write down your coding convention and share it with team members who create clients and projects. Perhaps "Client codes follow pattern CC-#### for companies, CI-#### for individuals. Project codes are [CLIENT]-[YEAR]-[SERVICE] where SERVICE is TAX, AUD, or ADV." This documentation ensures everyone creates codes consistently even when you're not available to guide them.

Consider Pronounceability Codes that can be spoken easily in conversation are more useful than random character strings. "ACM-001" can be verbalized as "A-C-M double-oh-one" easily. "Q3-7Z-X89Y" becomes a tongue-twister that nobody wants to say aloud. If codes will be used in verbal communication, prefer schemes that create pronounceable results.

Balance Structure and Simplicity While embedding meaning in codes is valuable, don't over-engineer. Codes that encode client type, industry, region, service line, year, and sequence become so long and complex they're harder to work with than the full names they're meant to replace. Include 1-3 meaningful dimensions maximum, and keep the rest simple.

Use Padding for Aesthetics Zero-padded codes (0001, 0002) look more professional and sort correctly in alphabetical lists than unpadded codes (1, 2). The padding doesn't affect functionality but significantly improves visual consistency. If using auto-generated schemes, always enable padding.

Common Scenarios ​

Scenario: Simple Sequential Codes ​

Situation: Small firm wanting basic codes without complexity.

Solution: Configure auto-generated scheme with prefix "C-", start number 100, padding 4. Codes become C-0100, C-0101, C-0102 - simple, professional, unique. No need for complex patterns when you just need working codes.

Scenario: Type-Differentiated Codes ​

Situation: Firm serves both corporate and individual clients, wanting to distinguish them.

Solution: Create type-specific schemes - corporate clients get prefix "CC-" (CC-0001, CC-0002), individual clients get "CI-" (CI-0001, CI-0002). Codes immediately communicate client type without looking up records.

Scenario: Meaningful Project Codes ​

Situation: Tax and audit practice wanting self-documenting project codes.

Solution: Configure project codes as manual entry with documented pattern: [CLIENT CODE]-[YEAR]-[SERVICE]. Acme's 2024 tax return becomes ACM-2024-TAX, their audit becomes ACM-2024-AUD. Anyone seeing these codes immediately understands what they reference.

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Client and project codes simplify reference and communication. Start with simple schemes and add complexity only if you need embedded meaning.

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