Auto-name PDFs for real estate agents

A property file is assembled from outside sources: the land registry extract from the court, the cadastral map from the land office, the declaration of division from the manager, the energy certificate from its issuer, minutes of owners' meetings. Each source delivers a PDF with its own filename. Filery Rename reads the documents and puts property, date and document type first, so the file stays visible as one unit.

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Before & After

Expose_final.pdf 2024-03-15_Musterstr-5_Expose_3Zi-75qm.pdf

A property file arrives from ten directions

A property for sale involves a land registry extract, a cadastral map, building plans, a floor area calculation, an energy certificate and, for apartments, the declaration of division, the budget, the annual statement and minutes of recent owners' meetings. These documents arrive over weeks, each under the name of whoever issued it. If every document receives the property identifier on arrival, it is visible at any moment what is still missing. That completeness check is exactly where sales processes otherwise stall.

Address or property number as sorting key

The internal property number is unambiguous but nobody remembers it. The address is readable but depends on spelling. In practice the combination works best: street and house number in a fixed, simplified spelling without umlauts or spaces, followed by date and document type. That keeps the name both readable and sortable, and it still works when you pass documents by email to prospects, the notary or a bank, where your property number means nothing.

Energy certificate: mandatory disclosures and validity

The energy certificate has to be presented at viewings and its key figures have to appear in the property advertisement. Certificates are also valid only for a limited period. If the year of issue sits in a fixed position in the filename, the folder list shows which property will need a replacement certificate soon, instead of you noticing at the next viewing appointment. The same logic helps with budgets and annual statements, which are reissued every year.

Anti-money-laundering duties apply to agents

Real estate agents are subject to anti-money-laundering rules and must identify the contracting parties, record the information collected and retain it for several years. Those records are particularly sensitive and do not belong in the same file as the listing. A separate archive with clear naming by transaction and year makes them findable in case of an audit and at the same time prevents copies of identity documents from going out to third parties along with property papers.

Notary appointment and financing

Shortly before closing, several parties want documents at the same time: the buyer's bank for the financing commitment, the notary for the draft purchase contract, the buyer for the property file. Each needs a different slice of the same collection. If the filenames state property and document type, compiling a set becomes a selection from a list rather than a review of attachments. That shortens exactly the days in which a sale tends to lose momentum.

Processing and pricing

The document is read on your computer, its text content is sent encrypted for AI analysis, and only the detected details flow back. The renaming itself takes place on the device again, and the property papers are not kept in storage. Scanned legacy documents such as building plans or old declarations of division need the optional OCR. The Starter plan with 50 documents a month is free, the Business plan costs 30 euros for 500 documents, and the Custom plan 5 euros with your own API keys.

FAQ

No, Filery renames files and does not change the folder structure. You create the property folders yourself, the way you are used to. Descriptive filenames work in any structure, including when documents are later moved into another system.

If it appears as text in the PDF, it can be read out and taken into the filename. With scanned certificates this depends on scan quality and the optional OCR, so check the suggestion before renaming.

Exported listings are PDFs with a text layer and are recognized reliably. Since you create those files yourself, you can usually control the name at export already; the benefit is greater for documents from outside sources.

The configuration sits per installation, so you enter the pattern once at each workstation. After that everyone renames by the same rule, which is decisive when property folders are shared across the team.

Related topics

Standardize PDF filenames at a law firm
PDF renaming for tax advisors and accounting firms
PDF renaming for property management companies

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