Document naming for expense management
Every receipt, expense report, and reimbursement — named right, coded right
AI reads employee IDs, cost centers, and GL codes from expense documents. 4,000 documents per month, organized in minutes.
Expense Management · Document Naming
Automatically rename expense documents using AI that reads employee IDs, cost centers, and GL codes.
- Connect Google Drive or Dropbox — AI processes files as they arrive from employees and credit card feeds.
- Employee IDs, cost centers, and project codes encoded into every filename automatically.
- Reconciliation packages ready — receipts and statements pre-organized by period and cost center.
Finance teams process 4,000+ expense documents per month with 95%+ extraction accuracy.
Your expense folder today vs. tomorrow
Every finance team drowns in unlabeled expense files. AI reads each document and encodes employee IDs, cost centers, and GL codes into the filename.
Before — your inbox right now
receipt_scan.pdfNo employee, no vendor, no amount
expense_report_Q4.pdfWhich employee? Which department? Which period?
cc_statement.pdfWhich card? Which cardholder? Which month?
mileage_log.pdfWhich employee? Which dates? How many miles?
reimbursement_pending.pdfWhich employee? Which amount? Which status?
Average time to find a specific expense: 4-8 minutes of searching, opening, closing.
After — minutes with Renamed.to
EXP_E4291_Uber_2026-01-15_$47.50_6200-Travel.pdfEmployee, vendor, date, amount, GL — coded
EXP-RPT_E4291_Sales_Jan-2026_$1,847.00.pdfEmployee, dept, period, total — reconciliation-ready
CC_8841_E4291_Jan_2026.pdfCard, employee, month — statement-ready
MILE_E4291_2026-01-15_Chicago-Milwaukee_87mi.pdfEmployee, date, route, miles — IRS-ready
REIMB-0472_E4291_Jan-2026_Approved.pdfNumber, employee, period, status — payroll-ready
Time to find any expense: type 3 letters in your file browser. Done.
AI naming across the expense lifecycle
From receipt submission to month-end close — documents named correctly from the moment they arrive.
Submission
Receipts, mileage logs, and expense reports
Connect your shared drive. Drop receipts, mileage logs, and expense reports into the inbox. AI reads employee IDs and cost centers, encoding them into every filename from the moment expenses are submitted.
Connect Drive or Dropbox → drop files → AI extracts employee IDs automatically.
Receipts, mileage logs, expense reports, credit card uploads
Processing
Approval, coding, and reconciliation
AI reads GL codes, project codes, and approval status from expense reports and credit card statements as they move through the approval chain. Cost centers and department codes encoded automatically.
Files arrive from employees → AI reads GL codes → approval-aware naming applied instantly.
Expense reports, credit card statements, approval forms, coding sheets
Reconciliation
Statement matching, audit, and close
Credit card matches, reimbursement records, audit evidence, and period-end reports — already named by employee and GL code. No last-minute renaming before month-end close.
Reconciliation docs already organized → export clean package → close the period.
Credit card matches, reimbursement records, audit evidence, period-end reports
Expense Document Intelligence
AI detects and encodes these data points from expense documents automatically.
Use case example
How a 200-person company could save 30+ hours monthly on expense processing
4,000+ expense documents per month from employees, credit card feeds, and mileage logs. An AP specialist spends 30-35 hours monthly organizing receipts, coding expenses, and matching credit card statements. Wrong GL codes get applied to receipts. Reimbursement requests can't be found by employee during payroll disputes.
Connect finance shared drives. AI reads employee IDs and cost centers, detects GL codes, and encodes project codes into every filename. Receipts searchable by vendor and amount, statements organized by cardholder and period, reimbursements indexed by employee and status.
Expected benefits:
- 30-35 hours saved monthly — AP specialist focuses on exception handling, not file cleanup
- GL coding built into filenames — cost centers and project codes encoded automatically, no more manual categorization
- Reconciliation packages ready for close — statements and receipts pre-organized by period and department
Illustrative example based on typical mid-size company workflows. Individual results vary based on employee count, document volume, and existing processes.
4,000+
Docs per month
30-35 hrs
AP time saved
200
Employees submitting
~370%
Estimated ROI
Naming templates for expense management
Start with finance-tested patterns or customize per department. Save templates and reuse across cost centers.
Expense receipts
EXP_{EmployeeID}_{Vendor}_{Date}_${Amount}_{GL-Code}.pdfTrack by employee, vendor, and GL code. Cost-center-ready for ERP import.
Credit card statements
CC_{CardLast4}_{EmployeeID}_{Month}_{Year}.pdfOrganized by cardholder and period. Monthly reconciliation made searchable.
Mileage logs
MILE_{EmployeeID}_{Date}_{Origin}-{Dest}_{Miles}.pdfMileage reimbursement tracking. Route and distance encoded for IRS compliance.
Reimbursement records
REIMB-{Number}_{EmployeeID}_{Period}_{Status}.pdfReimbursement tracking by employee and status. Payment period indexed for payroll integration.
Why finance teams choose Renamed.to
Purpose-built for expense documents vs. manual renaming or generic file tools.
| Feature | Renamed.to | Manual | Generic Tools |
|---|---|---|---|
| Reads employee IDs & cost centers | |||
| GL code & project code encoding | |||
| Approval chain detection | |||
| Batch 4,000+ docs per month | |||
| Works with Google Drive & Dropbox | |||
| Confidence preview before apply | |||
| One-click undo (originals untouched) | |||
| Per-department naming templates |
Calculate your time savings
Adjust sliders to match your monthly expense volume. See what your AP team gets back.
Average 15-30 seconds saved per expense document. Based on typical AP team workflows.
Time saved monthly
27.8
hours
Cost savings monthly
$1251
at $45/hr labor cost
Security built for financial documents
Enterprise-grade encryption, access controls, and audit trails for sensitive expense data.
Encryption & residency
TLS 1.3 in transit, AES-256 at rest. US data centers with SOC 2-aligned controls. Keys rotated quarterly.
Access & audit
2FA and SSO via Google Workspace or Microsoft 365. Role-based permissions. Every file access, rename, and approval logged with full attribution.
Quality controls
Every rename shows a confidence score. Preview side-by-side before applying. One-click undo — originals are never modified or deleted. Audit trail exportable as CSV.
Files stored temporarily during processing (under 10 minutes), then deleted. Purge filename data anytime from your dashboard. Full security documentation →
Frequently asked questions
How does AI read employee IDs from expense documents?
Our AI uses OCR and document intelligence to extract employee IDs, cost centers, GL codes, and project codes from receipts, expense reports, and credit card statements. Works with scanned receipts, digital PDFs, and expense platform exports. 95%+ accuracy on tested expense document types.
Does it understand GL code formats?
Yes. The AI recognizes general ledger codes, department numbers, and cost center identifiers from document content and headers. GL codes are encoded into filenames automatically so expenses are categorized for ERP import without manual coding.
How does approval chain detection work?
AI detects approval status indicators (pending, approved, rejected, needs review) from expense reports and reimbursement forms. Approval status is encoded into the filename for quick filtering during processing and audit reviews.
Does it integrate with Expensify or Concur?
Not directly yet. Renamed.to works with Google Drive and Dropbox — the file storage layers that expense platforms export to. Process exported files in your shared drive and maintain consistent naming across your expense archive.
Can different departments use their own naming rules?
Yes. Set up department-specific folders with custom templates. Sales, engineering, marketing, and executive each get their own naming patterns with appropriate GL codes. Files processed automatically as they arrive.
How does it handle month-end reconciliation?
Month-end documents — credit card statements, receipt batches, mileage summaries, and reimbursement reports — are already named by employee and GL code throughout the month. At close, export a clean package organized exactly how your ERP or accounting system needs it.
What does it cost?
Free for up to 50 documents per month. Paid plans start at $29/month for 500 documents. Volume pricing available for companies processing 4,000+ expense documents monthly. No credit card required to start.
From finance teams
What AP teams are saying
“200 employees submitting receipts with no consistent naming. Now every expense lands with the right employee ID and GL code. Our AP team processes reimbursements in half the time.”
Controller
Mid-size SaaS Company
32 hrs saved/month
“Month-end close used to mean three days of matching receipts to statements. The reconciliation package was ready in half a day. Our CFO actually smiled.”
AP Manager
Professional Services Firm
3 days → 4 hours
“Mileage logs tagged with route and distance saved us during an IRS inquiry. We pulled every reimbursement for the questioned employee in seconds and resolved the issue same day.”
Finance Director
Sales Organization
4,000+ docs/month
Ready to organize your expense documents?
Connect your shared drive, drop your first batch, and see clean filenames in minutes.
Free 50 docs/month · No credit card · Originals never modified
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