Three document streams, three number ranges
Sales, purchasing and platform settlement each follow their own numbers. A shop order number is not the marketplace order number, and neither is the payment provider's transaction reference. Put everything into one folder and at month end you have three number ranges with no visible connection. It works better to take the channel into the filename as a fixed component and put the leading number for that channel right behind it. Then it is obvious at a glance which system a document came from.
Returns belong to the order, not to the day they arrive
A return slip is created weeks after the order but only makes sense in connection with it. If the credit note and the return document carry the same order number in their names as the original invoice, the whole transaction sits together in the file list even with three months in between. That matters most in January, when returns from the Christmas season come back in bulk and every credit note has to be matched to an original order.
Quarter end and VAT on EU distance sales
If you sell into other EU countries, the VAT owed there is reported collectively through the One Stop Shop procedure, and that filing follows a quarterly rhythm. For your filing that means the period matters more than the exact day. A pattern starting with 2024-Q1 groups the relevant documents of a reporting period together and turns compiling them into a sort. The same applies to platform statements, which are generated by period anyway.
Imports, customs and proof
If you source from outside the EU, you collect commercial invoices, import duty assessments, customs documents and the forwarder's freight invoices. These documents belong to the same goods receipt but come from three senders at three different times. A shared identifier in the filename, such as the shipment or order number, holds them together. Add to that annual evidence for packaging and electrical equipment registers, which benefits from having the year in a fixed position.
The document pile in the fourth quarter
Between November and January the volume of documents multiplies, and that is exactly when there is no time for filing. Batch processing over a whole folder is made for this phase: you collect a day's or a week's downloads, run them through in one pass and confirm the suggestions. Whatever is left unnamed during that period does not get caught up later, in experience; it becomes an accounting problem in February.
Processing, limits and plans
The document is read on your computer, its text content is handed over encrypted to the AI analysis, and once the detected fields come back the app renames the file on the device. The files are not kept in storage afterwards. There is no interface to your shop system; Filery works on the file system. The Starter plan covers 50 documents a month, the Business plan 500 for 30 euros, and the Custom plan 5 euros with your own API keys.
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