Document naming for property management
Every lease, inspection, and maintenance order — named right, filed by property
AI reads property IDs, unit numbers, and tenant codes from management documents. 1,800 documents per month, organized in minutes.
Property Management · Document Naming
Automatically rename property documents using AI that reads property IDs, unit numbers, and lease terms.
- Connect Google Drive or Dropbox — AI processes files as they arrive from tenants and maintenance teams.
- Property IDs, unit numbers, and work order numbers encoded into every filename automatically.
- Turnover packages ready — inspection reports, leases, and move-out documents pre-organized by unit.
Property managers process 1,800+ documents per month with 95%+ extraction accuracy.
Your property folder today vs. tomorrow
Every property portfolio drowns in unlabeled files. AI reads each document and encodes property IDs, unit numbers, and tenant codes into the filename.
Before — your inbox right now
lease_agreement.pdfNo property ID, no unit, no tenant
inspection_photos.pdfWhich unit? Move-in or move-out? Which date?
work_order_urgent.pdfWhich property? Which unit? What category?
rent_roll_Jan.pdfWhich property? Which year? Current or historical?
maintenance_invoice.pdfWhich work order? Which vendor? Which unit?
Average time to find a specific document: 4–8 minutes of searching, opening, closing.
After — minutes with Renamed.to
PROP-142_Unit-3B_Johnson_2026-02-01_2027-01-31.pdfProperty, unit, tenant, term — lease-ready
PROP-142_Unit-3B_INSP_MoveOut_2026-01-15_Pass.pdfProperty, unit, type, result — turnover-ready
PROP-142_WO-0891_Plumbing_P1_2026-01-14.pdfProperty, WO, category, priority — dispatch-ready
PROP-142_RentRoll_Jan_2026.pdfProperty, month, year — reporting-ready
PROP-142_WO-0891_INV_AcePlumbing_$485.00.pdfProperty, WO, vendor, amount — billing-ready
Time to find any document: type 3 letters in your file browser. Done.
AI naming across every management phase
From leasing applications to turnover packages — documents named correctly from the moment they arrive.
Leasing
Lease agreements, applications, and screening
Connect your shared drive. Drop applications, leases, and screening reports into the inbox. AI reads property IDs and unit numbers, encoding them into every filename before tenants move in.
Connect Drive or Dropbox → drop files → AI extracts property IDs automatically.
Lease agreements, rental applications, tenant screening reports, move-in checklists
Management
Inspections, work orders, rent collection
AI reads property IDs, work order numbers, and maintenance categories from inspections, work orders, and vendor invoices as they arrive from tenants and maintenance teams. Priority levels and categories encoded automatically.
Files arrive from tenants and vendors → AI reads document fields → naming applied instantly.
Inspection reports, work orders, vendor invoices, rent rolls, maintenance records
Turnover
Move-out inspections, deposits, and re-leasing
Move-out inspections, security deposit records, cleaning invoices, and unit preparation documents — already named by property and unit. No last-minute renaming before the next tenant moves in.
Turnover docs already organized → export clean package → hand off to next tenant file.
Move-out inspections, security deposit records, cleaning receipts, key return forms
Property Document Field Recognition
AI detects and encodes these fields from leases, inspections, work orders, and rent rolls automatically.
Use case example
How a PM firm with 200+ units could save 22+ hours monthly
1,800+ documents per month from tenants, maintenance teams, and vendors across a 200-unit portfolio. A property coordinator spends 22–28 hours monthly organizing leases, inspection reports, and work orders. Wrong documents get filed under the wrong unit. Work orders can't be found by category during vendor billing disputes.
Connect property shared drives. AI reads property IDs and unit numbers, detects work order categories, and encodes tenant codes into every filename. Leases searchable by unit and term, inspections organized by type and result, work orders indexed by category and priority.
Expected benefits:
- 22–28 hours saved monthly — coordinator focuses on tenant relations, not file cleanup
- Unit tracking built into filenames — PROP-142/Unit-3B encoded automatically, no more misfiled documents
- Turnover packages ready in minutes — move-out inspections and deposit records pre-organized by unit
Illustrative example based on typical property management workflows. Individual results vary based on portfolio size, document volume, and existing processes.
1,800+
Docs per month
22–28 hrs
Coordinator time saved
200+
Units managed
~380%
Estimated ROI
Naming templates for property management
Start with field-tested patterns or customize per property. Save templates and reuse across your portfolio.
Lease agreements
PROP-{ID}_Unit-{Number}_{Tenant}_{LeaseStart}-{LeaseEnd}.pdfOrganized by property and unit. Lease terms searchable for renewal tracking and compliance.
Inspection reports
PROP-{ID}_Unit-{Number}_INSP_{Type}_{Date}_{Result}.pdfMove-in/move-out/annual inspections tracked by type and result. Date indexed for turnover workflows.
Work orders
PROP-{ID}_WO-{Number}_{Category}_{Priority}_{Date}.pdfMaintenance requests tracked by property, category, and priority. Date indexed for vendor billing.
Rent rolls
PROP-{ID}_RentRoll_{Month}_{Year}.pdfMonthly rent rolls organized by property. Easy comparison across periods for financial reporting.
Why property teams choose Renamed.to
Purpose-built for property documents vs. manual renaming or generic file tools.
| Feature | Renamed.to | Manual | Generic Tools |
|---|---|---|---|
| Reads property IDs & unit numbers | |||
| Tenant code & lease term encoding | |||
| Work order number detection | |||
| Batch 1,800+ docs per month | |||
| Works with Google Drive & Dropbox | |||
| Confidence preview before apply | |||
| One-click undo (originals untouched) | |||
| Per-property naming templates |
Calculate your time savings
Adjust sliders to match your monthly document volume. See what your team gets back.
Average 15–30 seconds saved per property document. Based on typical property management workflows.
Time saved monthly
12.5
hours
Cost savings monthly
$563
at $45/hr labor cost
Security built for property documents
Enterprise-grade encryption, access controls, and audit trails for sensitive tenant and lease files.
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 property IDs from management documents?
Our AI uses OCR and document intelligence to extract property IDs, unit numbers, tenant names, and work order numbers from leases, inspections, and maintenance records. Works with scanned PDFs, digital documents, and PMS exports. 95%+ accuracy on tested property document types.
Does it understand lease term formats?
Yes. The AI recognizes lease start/end dates, renewal dates, and term lengths. Lease terms are encoded into filenames automatically so documents are searchable by active/expired status without manual tagging.
How does work order tracking work?
AI detects work order numbers, maintenance categories (plumbing, electrical, HVAC, etc.), and priority levels from maintenance requests and vendor invoices. Each work order is encoded into the filename for easy tracking through completion and billing.
Does it integrate with AppFolio or Buildium?
Not directly yet. Renamed.to works with Google Drive and Dropbox — the file storage layers that PMS platforms export to. Process files in your shared drive and maintain consistent naming across your document archive.
Can different properties use their own naming rules?
Yes. Set up property-specific folders with custom templates. Each building, complex, or management portfolio gets its own naming patterns. Files processed automatically as they arrive in each property’s inbox.
How does it handle turnover packages?
Turnover documents — move-out inspections, security deposit records, cleaning receipts, and key return forms — are already named by unit and tenant throughout the process. At turnover, export a clean package organized for the next tenant’s file.
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 firms managing 200+ units with 1,800+ documents monthly. No credit card required to start.
From the field
What property teams are saying
“200 units across 4 buildings and every inspection was a nightmare to find. Now every document lands with the right property ID and unit number. Our leasing agent stopped losing files.”
Property Manager
Residential Complex
25 hrs saved/month
“Turnover used to mean a full day of organizing move-out docs per unit. The package is now ready before the cleaning crew even starts. The new tenant gets a perfect file from day one.”
Leasing Director
Multi-family Portfolio
8 hrs → 1 hr per turnover
“Work orders filed by category and priority saved us during a vendor dispute. We pulled every plumbing WO for Building C in seconds and settled the billing discrepancy on the spot.”
Maintenance Supervisor
Property Management Firm
1,800+ docs/month
Ready to organize your property 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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