Document Management

Organize business documents with structured, searchable filenames. Extract key information like dates, vendors, and amounts automatically.

Before & After#

Invoice Template#

Extract invoice details automatically for consistent filing.

Fields#

{Invoice Date} - The invoice date in YYYY-MM-DD format
{Vendor Name} - Company that issued the invoice
{Invoice Number} - The invoice or reference number
{Total Amount} - Total amount with currency symbol

Pattern#

{Invoice Date}_{Vendor Name}_{Invoice Number}_{Total Amount}

Results#

• 2024-03-15_Amazon_INV-4711_$156.99.pdf
• 2024-03-10_Apple_A-2024-001_$299.00.pdf

Receipt Template#

Organize expense receipts for tax and accounting.

Fields#

{Date} - Purchase date
{Merchant} - Store or service name
{Category} - Expense category (meals, transport, supplies)
{Amount} - Total amount

Pattern#

{Date}_{Category}_{Merchant}_{Amount}

Results#

• 2024-03-15_Meals_Starbucks_$12.50.pdf
• 2024-03-10_Transport_Uber_$24.50.pdf

Contract Template#

File contracts with client and date information.

Fields#

{Effective Date} - When the contract takes effect
{Client Name} - Client or counterparty name
{Contract Type} - Type of agreement (NDA, Service, Employment)

Pattern#

{Effective Date}_{Client Name}_{Contract Type}

Results#

• 2024-03-15_Acme-Corp_Service-Agreement.pdf
• 2024-01-01_John-Smith_Employment-Contract.pdf

Watch Folder Automation#

Set up automatic document processing:

1. Scanner output folder - Auto-rename scanned documents
2. Downloads folder - Catch downloaded invoices and receipts
3. Email attachments - Process saved email documents

Tips#

• Standardize vendor names using text cleanup rules
• Use ISO date format (YYYY-MM-DD) for sorting
• Include amounts for easy expense tracking
• Add category prefixes for tax categorization