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AI File Organizer Workflow for Mac

A practical Finder workflow for mixed document folders. Use AI and OCR to read files, create useful filenames, preview changes, and organize PDFs, scans, receipts, contracts, and notes.

Start with a copied messy folder and 50 free renames. Preview every filename before anything changes, then turn reliable patterns into rules.

Download free AI organizer
NameQuick
scan_001.pdf
2024-03-15_Amazon_INV-4711_$156.99.pdf
AI
document.pdf
2024-02_Acme-Corp_Service-Agreement.pdf
AI
receipt.jpg
2024-03-10_Starbucks_Coffee_$4.75.jpg
AI
notes.md
2025-03-10_Architecture_Review.md
AI
contract_v2.pdf
2024-01_NDA_ABC_Company.pdf
AI

Custom Prompt

Use this practical workflow after you understand the broader AI file organizer category. It is for mixed Mac folders where NameQuick reads the file, creates a useful filename, and keeps Finder organized. Start with a copied folder, preview the names, and only automate after the pattern works. Go to Presets > New Preset > Custom Prompt and paste it in.

Custom Prompt
FORMAT
{date}_{company}_{document type}_{amount if present}

RULES
Date: always YYYY-MM-DD format.
Company: the issuing company, capitalized, hyphens for spaces.
Document type: Invoice, Receipt, Contract, NDA, or Agreement.
Amount: total with currency symbol. Omit if not applicable.

EXAMPLES
Amazon invoice for $156.99 → 2024-03-15_Amazon_Invoice_$156.99
Acme Corp service agreement → 2024-02-01_Acme-Corp_Agreement
Starbucks coffee receipt → 2024-03-10_Starbucks_Receipt_$4.75

Template alternatives

For validated, structured output per document type, use a template. Go to Presets > New Preset > Template.

Extract date, vendor, invoice number, and total for consistent invoice naming.

Filename Pattern
{date}_{vendor}_{invoice number}_{amount}
Fields Extracted
Invoice DateVendor NameInvoice NumberTotal Amount
Example
Inputscan_001.pdf
Output2024-03-15_Amazon_INV-4711_$156.99.pdf
Tips
  • •Include invoice number to avoid duplicates
  • •Use ISO date format for easy sorting

Invoices, receipts, and tax documents

Organize financial documents with content-based filenamesNaming templates, a copyable prompt, and folder structures for invoices, receipts, statements, and tax files.

Test the AI organizer workflow on your own folder

Self-Managed gives you 50 no-card renames in the app. Start with a copied messy folder, preview the names, then turn reliable patterns into rules.

Download free AI organizerLearn about Presets