File naming conventions
File naming conventions that stay readable at scale
Instead of ad-hoc filenames, use simple, repeatable patterns for invoices, receipts, legal docs, research, and project files. Start from proven examples, then adapt them to your own folders.
Short answer
A good file naming convention leads with date, includes who or what the file is about, and ends with a stable identifier—using only safe characters.
- Start with a sortable date, usually YYYY-MM-DD or YYYY-MM for statements and reporting periods.
- Add the key entity: client, vendor, matter code, project code, or country/jurisdiction.
- Finish with document type and an identifier like invoice number, statement period, or version-neutral label.
- Use underscores or hyphens, avoid spaces and characters that break on Windows.
For example: 2025-03-31_AcmeCorp_Invoice_INV-1042.pdf or 2025-Q1_EU-Digital-Services_OSS-VAT-Return.pdf.
Naming convention examples by team
Browse opinionated patterns for accounting, legal, research, and operations. Each guide includes battle-tested filename formats, token definitions, and common mistakes to avoid.
Accounting & finance
Patterns tuned for how this team actually searches and reconciles documents.
For operations, finance admins, and expense management teams
Expense receipt file naming convention for operations and finance teams
Standardize expense receipts with employee name, vendor, date, and amount. Keep reimbursements audit-ready and reconciliation fast.
Example pattern
2025-10-15_JohnSmith_Uber_42.50.pdfFor bookkeepers, accountants, and finance teams
Invoice file naming convention best practices for accounting teams
Establish consistent invoice filenames with vendor, date, amount, and invoice number. Keep your accounting workflow audit-ready and reconciliation fast.
Example pattern
2025-10-15_AcmeSupply_INV-10234_1250.00.pdfLegal & compliance
Patterns tuned for how this team actually searches and reconciles documents.
Operations & ops teams
Patterns tuned for how this team actually searches and reconciles documents.
For procurement, vendor management, and business operations teams
Business contract and agreement file naming convention
Standardize contracts with counterparty, agreement type, execution date, and version. Keep procurement, vendor management, and legal review audit-ready.
Example pattern
2025-10-15_MSA_AcmeCorp.pdfFor project managers, product teams, and knowledge workers
Project documentation and knowledge file naming convention
Organize project files with project code, document type, version, and date. Keep team documentation searchable and version control clear.
Example pattern
PROJ-42_Spec_2025-10-15.pdfResearch & knowledge
Patterns tuned for how this team actually searches and reconciles documents.
Turn conventions into fully automated workflows
Once you agree on filenames, let AI read PDFs and apply those patterns automatically in Google Drive, Dropbox, or OneDrive. No more manual renaming at month-end.
1. Design your convention
Use the naming convention generator to capture rules once for your team.
2. Connect storage
Point watched folders in Google Drive, Dropbox or OneDrive at the documents you already collect.
3. Let AI apply names
The PDF renamer reads content, extracts dates, entities, and IDs, then writes filenames that match your convention with 95%+ accuracy.