Four documents, one transaction
Invoice checking in procurement is a comparison between three documents: what was ordered, what was delivered, what is being charged. If order, delivery note and invoice sit in different folders under foreign numbers, half the work is searching. If instead each of the three files carries your own order number in the same position in its name, the file manager assembles the transaction by itself. Order confirmations, which otherwise tend to slip through, become visible because a gap in the sequence stands out.
The order number is in the document, just not in the filename
Suppliers almost always print your order number as a reference on the confirmation, the delivery note and the invoice, because they need it for their own assignment. It still never reaches the filename, where the sender's own document number sits instead. That is exactly the information text recognition pulls out of the document and moves to the front. For suppliers who print no reference, you set the number as a fixed component when running that folder, rather than adding it to every file by hand.
E-invoicing changes the inbox, not the filing
As business-to-business invoicing moves to electronic formats, structured documents join the mix. Hybrid invoices in the ZUGFeRD format remain, on the outside, a PDF with an embedded data record, so they still sit as a file in the inbox folder and still need a name. Pure XML invoices, by contrast, flow straight into processing software and are not a case for renaming. During the transition both routes exist side by side, and the share of PDFs stays high for the foreseeable future.
A supplier file is more than invoices
Each supplier comes with framework agreements, price lists, quality assurance agreements, ISO 9001 certificates, mill test certificates, declarations on restricted substances and supplier declarations for preferential origin. These documents have one thing in common: they expire. If the issue or validity year sits in a fixed position in the filename, a sorted folder view shows immediately which certificate has not been renewed for two years. That does not replace diary management, but it exposes the most common gaps.
Audits arrive at short notice
Internal audit, the annual financial audit, customs checks and evidence on supply chain due diligence share one trait: individual transactions are sampled, and the answer is expected the same day. Filing in which supplier, order number and year appear in the filename answers such requests through a file search. Without that structure, every sample starts with opening files whose names reveal nothing at all.
How the recognition works
The document is read on your computer and its text content goes encrypted to the AI analysis. What comes back are the detected fields such as sender, date, document type and document number; renaming then takes place on the device again, and the documents are not kept in storage. For companies with their own requirements on data processing, the Custom plan with your own API keys costs 5 euros a month. The Business plan is 30 euros a month and covers 500 documents.
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