Where in the document flow the name is created
Documents arrive by three routes: as paper post scanned at the multifunction device, as a PDF attached to an invoice email, and as downloads from supplier or bank portals. The right moment for naming is directly after arrival and before filing into the archive. Clean up only in December and you have to open every document again to see what it holds, which costs exactly the time you could have saved at the front. In practice that means one intake folder per channel, a short Filery run once a week, then filing. The effort stays small because it spreads across many small batches instead of piling up at year end.
Which fields belong in the document name
Four details have established themselves: document date, business partner, document type and document number. The date goes first, in YYYY-MM-DD format, so the folder sorts chronologically without anyone doing anything. The type should come from a fixed list: incoming invoice, outgoing invoice, credit note, cash receipt, bank statement. Filery reads those details out of the PDF and places them into your pattern, with every suggestion visible before it runs. For documents without a number of their own, such as retail receipts, the field stays empty or takes a placeholder. What matters most is that the decision is made once and kept afterwards.
Write the scheme into your process documentation
Process documentation describes how a document is treated from arrival to retention. The naming scheme belongs in that text: which fields, in what order, with which separator, from which source. Add who runs the renaming pass, who reviews the suggestions, and what happens when a field is not recognised or a document covers several transactions. Naming then stops being a quiet matter of individual instinct and becomes a described step with an owner. For a tax audit that is precisely the difference between filing that explains itself and filing that has to be explained.
Order of operations: name first, archive second
GoBD requires that a document is no longer altered unnoticed once retention begins. For the workflow that means renaming happens before. A document is read in, named, checked, and only then taken into the archive or the accounting system. Reverse the order and rename files inside the archive afterwards, and you create explanation work and, at worst, two states of the same document sitting side by side. Filery shows every suggestion before it runs, and the renaming history in the app records which pass touched which file. That is not logging in the sense of an archive system, but it does make the step traceable.
Limits and how the document content is handled
A filename does not make accounting GoBD-compliant. Immutability, logging and retention periods are delivered by your archive system and your process, not by a renaming tool; Filery is a building block ahead of them and does not file documents into target folders either. On content handling: the app reads the PDF on your computer and transmits the content encrypted for AI analysis. The recognised metadata come back, the new name is built from them, and the renaming then happens again in your file system, while the files themselves are not stored permanently. If you want the analysis to run on your own keys, use the Custom plan with your own API keys.
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