Using the PDF Renamer
Transform messy filenames like scan_001.pdf into professional names like 2025-01-15_AcmeCorp_Invoice_INV-001.pdf. This guide covers everything from basic uploads to advanced prompt engineering.
How It Works
The PDF renamer uses AI to analyze your documents and generate intelligent filenames. Here's what happens when you process a file:
Text Extraction
The AI extracts all readable text from your PDF, including headers, body text, tables, and footers. For scanned documents, OCR (optical character recognition) converts images to text.
Content Analysis
AI identifies the document type (invoice, contract, receipt, etc.) and extracts key metadata: dates, company names, amounts, reference numbers, and other relevant information.
Filename Generation
Based on your selected template and any custom instructions, the AI constructs a clean, descriptive filename. Special characters are sanitized for cross-platform compatibility.
Folder Assignment
If you've selected a folder organization strategy, the AI assigns each file to the appropriate subfolder based on extracted metadata (year, company, document type).
Save Hours
Process hundreds of files in minutes instead of hours of manual work
Stay Consistent
Every file follows the same naming convention automatically
Find Files Faster
Descriptive filenames make searching and sorting effortless
Secure Processing
Files encrypted in transit and auto-deleted after 24 hours
Uploading Files
Getting files into the renamer is simple. You can upload multiple files at once and process them as a batch.
Drag & Drop
Drag PDF files directly from your file explorer onto the upload area. You can select multiple files at once.
Browse Files
Click the upload area to open a file picker. Hold Ctrl (Cmd on Mac) to select multiple files.
File Requirements
- PDF format only (other formats coming soon)
- Maximum 25 MB per file
- No limit on number of files per batch
- Searchable PDFs work best; scanned documents use OCR
Password-Protected PDFs
Encrypted PDFs cannot be processed. Please export an unprotected copy first.
Folder Structure Options
When you download all files as a ZIP, they can be automatically organized into folders. Choose a structure that matches how you want to organize your documents.
Flat (No Folders)
rootAll files placed in the root directory with no subfolder organization.
By Year
by_dateFiles organized by the year extracted from the document content.
By Company
by_issuerFiles grouped by the company or organization that issued the document.
By Document Type
by_typeFiles grouped by document type: Invoices, Receipts, Contracts, etc.
Year / Company
by_date_issuerTwo-level hierarchy: first by year, then by company within each year.
Year / Document Type
by_date_typeTwo-level hierarchy: first by year, then by document type.
Pro Tip
For accountants and bookkeepers, Year / Company works well for client files. For personal use, Year / Document Type keeps tax documents, receipts, and contracts neatly separated.
Filename Templates
Templates control the structure of generated filenames. Each template defines what information is included and in what order.
Auto (Recommended)
The AI analyzes each document and chooses the most appropriate format. For invoices, it includes invoice numbers. For contracts, it includes parties and dates. This is the best choice for mixed document batches.
Complete
Includes all available information: date, document type, company, and reference number.
Date First
Prioritizes chronological sorting. Date comes first, followed by type and company.
Company Focused
Puts company name prominently after the date for easy vendor identification.
Simple
Minimal information for when you just need basic identification.
Writing Custom Prompts
Custom prompts give you complete control over how files are named. Instead of rigid templates, you write natural language instructions that the AI follows. This is the most powerful feature for creating consistent, business-specific naming conventions.
How Prompts Work
The prompt editor accepts plain English instructions. Each line can describe a rule for a specific document type or a general rule that applies to all documents. The AI reads your instructions alongside the document content and generates filenames accordingly.
How it's processed: Your prompt is sent to the AI along with the extracted text from each document. The AI interprets your instructions and applies them to create the filename. You can be as specific or general as needed.
Prompt Examples
Basic: Date Format & Structure
Start with date in YYYY-MM-DD format Then add the document type Then add the company name Use underscores between parts
2025-01-15_Invoice_AcmeCorp.pdfIntermediate: Per-Type Rules
For invoices: include invoice number at the end For contracts: include both parties' names For receipts: include total amount in dollars For bank statements: include account last 4 digits
2025-01-15_AcmeCorp_Invoice_INV-2025-001.pdf2025-01-15_AcmeCorp-TechStart_ServiceAgreement.pdf2025-01-15_Amazon_Receipt_$156.99.pdfAdvanced: Department Prefixes
Add department prefix based on document content: - HR_ for employment contracts, offer letters, policies - FIN_ for invoices, receipts, financial statements - LEGAL_ for contracts, NDAs, agreements - OPS_ for purchase orders, shipping documents - MKT_ for marketing materials, proposals
FIN_2025-01-15_AcmeCorp_Invoice.pdfHR_2025-01-15_EmploymentOffer_JohnSmith.pdfLocalization: German Format
Use German date format: DD.MM.YYYY Translate document types to German: - Invoice = Rechnung - Receipt = Quittung - Contract = Vertrag Keep company names in original language
15.01.2025_Rechnung_AcmeCorp.pdfIndustry: Accounting Firm
Format: ClientCode_Year_DocType_Description Client codes are 3 letters from company name Year is fiscal year (use document date) DocType abbreviations: - INV for invoices - REC for receipts - BS for bank statements - TAX for tax documents
ACM_2025_INV_OfficeSupplies.pdfIndustry: Legal Practice
Format: MatterNumber_Date_DocType_Version Extract matter/case number if present If no matter number, use client name For contracts, note if it's DRAFT or EXECUTED Include version number if multiple versions exist
2025-0142_2025-01-15_NDA_EXECUTED.pdfWriting Effective Prompts
Be Specific
Instead of "include the date," say "start with date in YYYY-MM-DD format." Specific instructions produce consistent results.
Use Examples
Show the AI what you want: "Format like: 2025-01-15_CompanyName_InvoiceNumber.pdf"
Handle Edge Cases
Tell the AI what to do when information is missing: "If no invoice number, use NOINV instead."
One Rule Per Line
Break complex instructions into separate lines. This makes them easier to read and helps the AI follow each rule.
Test Incrementally
Start with basic instructions and add complexity. Test with 2-3 files before processing large batches.
Common Prompt Patterns
Date Formats:
- • YYYY-MM-DD (ISO, sorts chronologically)
- • DD.MM.YYYY (European)
- • MM-DD-YYYY (US)
- • YYYYMMDD (compact, no separators)
Separators:
- • Underscores (_) - most compatible
- • Hyphens (-) - readable
- • CamelCase - no separators
Conditional Logic:
- • "If invoice amount > $1000, add LARGE_ prefix"
- • "For recurring invoices, add REC_ prefix"
- • "If document is in German, keep German terms"
Saving TemplatesNew
My Templates lets you save your complete configuration—custom prompts, folder structure, and filename template—for instant reuse. Perfect for recurring tasks like monthly invoices or quarterly reports.
Save Template
Configure your settings, click "My Templates," then "Save current settings." Give it a descriptive name like "Monthly Invoices" or "Client Contracts."
Load Template
Click "My Templates" and select any saved template. All settings—prompt, folder structure, and filename template—are applied instantly.
Update Template
Modified your settings? Click "Update" to save changes to the currently selected template without creating a new one.
Reset to Defaults
Click "Reset to defaults" to clear all settings and start fresh with Auto mode and no custom prompt.
What Gets Saved
- Your custom AI instructions (prompt)
- Folder organization strategy
- Filename template selection
Account Required: My Templates requires a free account. Templates sync across all your devices.
Processing & Downloading
Starting Processing
Once your files are uploaded and settings configured, click the Processbutton. Files are uploaded to our secure servers, analyzed by AI, and renamed according to your configuration.
- Processing time: 10-30 seconds per file. Complex or scanned documents may take longer.
- Credits: Each file consumes 1 credit. Check your balance in the header bar.
- Parallel processing: Multiple files are processed simultaneously for faster batch completion.
Reviewing Results
As files complete, you'll see the suggested filename next to each original. The list shows processing status for each file: queued, processing, completed, or failed.
Downloading Files
Individual Download
Click the download icon next to any completed file to download it with its new name.
Download All as ZIP
Click "Download All" to get all files in a single ZIP archive. Files are organized into folders based on your selected folder structure.
File Retention
Processed files are available for download for 24 hours, then automatically deleted from our servers. Original files are never modified—you always download renamed copies.
Tips & Best Practices
Use Clear, Readable PDFs
Documents with selectable text produce the best results. For scanned documents, ensure at least 300 DPI resolution and good contrast.
Group Similar Documents
Process invoices separately from contracts for more consistent naming. Create saved templates for each document type you handle regularly.
Start with Auto Mode
Auto mode works well for most documents without configuration. Only switch to custom prompts when you need specific naming conventions.
Test Before Batch Processing
When using custom prompts, test with 2-3 representative files before processing hundreds. This saves credits and ensures results match expectations.
Save Templates for Recurring Tasks
If you process the same type of documents monthly (invoices, statements), save a template. One click applies all your settings.
Use Date-First Naming
Starting filenames with dates (YYYY-MM-DD format) ensures files sort chronologically in any file browser, making it easy to find recent documents.
Ready to Get Started?
Start renaming your PDFs now. New users get 50 free credits—no credit card required.