Auto-sort Documents (German Workflow)

This workflow shows how NameQuick not only renames scanned documents intelligently but also moves them into the right folders based on content. Instead of sorting every file manually, insurance policies land in Versicherungen/, rental contracts in Verträge/, invoices in Finanzen/Rechnungen/{year}/{month}/ and so on.

This example targets German document types (Versicherungspolice, Mietvertrag, Steuerbescheid, Gehaltsabrechnung, Arztrechnung) because that is where the auto-sort workflow pays off most. Use the same pattern with English document types if you operate in a different market.

Before & After#

Five-step workflow#

1. Scan

   Capture the document as PDF using the iPhone Notes app, a sheet-fed scanner, or a multifunction device.

2. Inbox folder

   The scan lands in ~/Scans/ — the Watch Folder — via AirDrop, iCloud Drive, or USB.

3. OCR and AI

   NameQuick detects new files in the Watch Folder and reads their content via OCR. The AI extracts date, sender, amount, and document type.

4. Smart Rename

   The configured preset produces a meaningful filename according to your schema.

5. Auto-sort

   Post-AI rules move the file into the right folder based on the detected content and apply Finder tags.

German folder structure#

A proven layout for private documents on the Mac:

~/Documents/
├── Versicherungen/       (Insurance)
│   ├── Haftpflicht/      (Liability)
│   ├── KFZ/              (Car)
│   ├── Kranken/          (Health)
│   └── Hausrat/          (Home contents)
├── Verträge/             (Contracts)
│   ├── Mietvertrag/      (Lease)
│   ├── Arbeitsverträge/  (Employment)
│   └── Abonnements/      (Subscriptions)
├── Steuern/              (Taxes)
│   ├── 2024/
│   ├── 2025/
│   └── 2026/
├── Finanzen/             (Finances)
│   ├── Rechnungen/       (Invoices)
│   │   └── {year}/{month}/
│   ├── Kontoauszüge/     (Bank statements)
│   └── Kreditunterlagen/ (Loan docs)
├── Gesundheit/           (Health)
│   ├── Arztrechnungen/   (Medical bills)
│   ├── Befunde/          (Diagnoses)
│   └── Rezepte/          (Prescriptions)
├── Arbeit/               (Work)
│   ├── Gehaltsabrechnungen/ (Payslips)
│   └── Zeugnisse/        (Certificates)
└── Urkunden/             (Certificates)
    ├── Geburt-Heirat/    (Birth/Marriage)
    └── Ausbildung/       (Education)

Filename formats for German document types#

A filename format defines which fields to extract from a document and how the filename is assembled. The five formats below cover the main document types.

Insurance policy#

Fields: Datum (YYYY-MM-DD); Versicherer (insurer name); Versicherungsart (policy type).

• Normalize insurer names (Allianz SE → Allianz) so folders stay consistent.
• Extract policy type as Haftpflicht, KFZ, Hausrat, or Kranken — makes Finder-tag filtering easier.

Rental contract#

Fields: Datum (contract date); Dokumenttyp (Mietvertrag, Nebenkostenabrechnung, Kündigung); Adresse (street + number).

• Shorten address to street + number to keep filenames readable.
• Add the accounting year to utility statements if you have multiple vintages.

Tax assessment#

Fields: Steuerjahr (tax year); Dokumenttyp (Steuerbescheid, Einkommensteuererklärung, Lohnsteuerbescheinigung); Finanzamt (tax office).

• Use the tax year as prefix — files sort chronologically by assessment period.
• Standardize tax office names (Finanzamt München-Nord → Finanzamt-München).

Payslip#

Fields: Monat (YYYY-MM pay month); Dokumenttyp (Gehaltsabrechnung, Bonusabrechnung); Arbeitgeber (employer).

• Use the pay month, not the payout date — otherwise March pay slips land in April.
• Use a stable employer short form (Mueller-GmbH instead of Mueller Consulting GmbH & Co. KG).

Medical bill#

Fields: Datum (treatment or billing date); Dokumenttyp (Arztrechnung, Rezept, Befund); Arzt (practice/doctor); Betrag (amount, e.g. 125EUR).

• Use EUR instead of €, period instead of comma — keeps filenames compatible with NAS and cloud storage.
• Save diagnoses without an amount; the amount only matters for billable services.

Auto-sort rules#

After renaming, these rules move the file into the right folder. Conditions check the extracted content or the new filename. Enable rules one at a time and copy them into NameQuick:

Condition: Extracted content contains "Versicherung" OR "Police" OR "Versicherer"
Action:    Move to Versicherungen/{year}/
           Add tag "versicherung"

Condition: Extracted content contains "Mietvertrag" OR "Miete" OR "Vermieter"
Action:    Move to Verträge/Mietvertrag/
           Add tag "vertrag"

Condition: Extracted content contains "Rechnung" OR "Invoice" OR "Rechnungsnummer"
Action:    Move to Finanzen/Rechnungen/{year}/{month}/
           Add tag "rechnung"
           Add Finder comment with extracted amount

Condition: Extracted content contains "Steuerbescheid" OR "Finanzamt"
Action:    Move to Steuern/{year}/
           Add tag "steuer"

Condition: Extracted content contains "Gehaltsabrechnung" OR "Lohnabrechnung" OR "Netto"
Action:    Move to Arbeit/Gehaltsabrechnungen/{year}/
           Add tag "gehalt"

Condition: Extracted content contains "Arzt" OR "Praxis" OR "Behandlung" OR "Gebührenordnung"
Action:    Move to Gesundheit/Arztrechnungen/{year}/
           Add tag "gesundheit"

Watch Folder setup#

A single Watch Folder handles the entire inbox:

1. Watch Folder

   ~/Scans/

2. Naming preset

   Written instructions that choose the right document-type filename format for each file

3. Auto-sort rules

   All rules above enabled, in the order shown

Scan sources that land in ~/Scans/:

• iPhone Notes app, AirDrop to the Mac
• Sheet-fed scanner with save-to-folder (e.g., ScanSnap iX1600)
• Multifunction device over an SMB share
• Docutain, Genius Scan, or Adobe Scan with cloud sync to ~/Scans/

Related articles#

• Document management on the Mac for private users — DMS alternative for private use
• Paperless document management workflow — full onboarding guide
• Digital archiving software comparison — software comparison
• Document retention periods in Germany — statutory retention periods
• Folder structure template for private use — folder hierarchy for German households