Rename quotes and estimates as PDF

Quotes rarely exist in a single version. Between the first calculation and the order come queries, changed line items and a new price, and every round produces another file. In the end the customer folder holds quote_V2_final.pdf next to quote_final_new.pdf. Filery Rename reads customer, project, quote number and date from the document and turns them into names that still make sense after the job is done.

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Before & After

Angebot_V2_final.pdf 2024-03-15_Firma-Bauer_Angebot_Dachsanierung_AG-2024-033.pdf

Quote, cost estimate, bill of quantities

The three documents look alike and carry different degrees of commitment. A quote is an offer with a binding period, a cost estimate a non-binding approximation, a bill of quantities a pure list of items without prices. Which one you are holding is stated in the heading, and that word belongs in the filename as the document type — otherwise arguments start later about what was promised. Below it sit the usable fields: recipient with address, a quote number, the issue date and usually a project or property description in the subject line. The total at the end is uninteresting for naming, because it changes with every version.

Why the project appears in the name as well

2024-03-15_Firma-Bauer_Angebot_Dachsanierung_AG-2024-033.pdf has one field more than an invoice name, and for good reason. In trades, construction and planning the same customer has several undertakings over the years: roof, facade, heating replacement. Without the project in the name, three quotes to Firma Bauer differ only by number, and nobody memorises numbers. Dachsanierung comes from the subject line, AG-2024-033 is the firm's quote number. The date up front makes sure the versions of one undertaking sit in the order they were created, without needing a word like final. The field order stays yours to choose.

Incoming or outgoing — whose name goes in the field

On invoices the sender is the interesting party. On quotes it depends on the direction. In an incoming quote the sender is the provider and belongs in the name. In a quote you sent yourself, your own company sits in the letterhead — there the recipient is the distinguishing field, otherwise every file carries the same name. Filery knows both clients and recipients as separate fields in its configuration. In practice it works well to keep incoming and outgoing quotes in separate folders and use a dedicated pattern per folder.

Versions, supplementary quotes and binding periods

Counting V1, V2, final fails because it only works within one folder and says nothing about timing. The issue date does both: it orders the versions and shows how old the latest one is. That matters, because quotes carry a binding period, typically two to four weeks. A quote from March is no longer a quote in June. Many providers give revised versions a new quote number; where they do not, the date separates them. Supplementary quotes should carry the same project term and differ in the type field, so they stay next to the main quote.

From quote to invoice — the post-calculation

Whether a job actually paid off is answered by comparing quote and final invoice. That comparison is tedious as long as both documents follow different naming logics and live in different folders. If quote, order confirmation and invoice share the same stem of customer and project and differ only in the type field, the series lines up by itself when sorted. Filery works with one pattern across all document types, so you do not have to define this logic anew per document kind. For post-calculation, all that then matters is that the date format is set identically everywhere.

What happens to the content of a quote

Quotes contain calculations that are not meant for everyone. Filery reads the PDF on your device and transmits the content encrypted for AI analysis; only the recognised fields such as customer, project, number and date come back. The renaming then runs on the device again, and the quote files are not stored permanently. Anyone who wants to keep the analysis inside their own contractual relationship with the AI provider uses the Custom plan at 5 euros a month with their own API keys. The preview shows every proposed name before anything changes, and the history records what a file was called before.

FAQ

When the number appears as text in the PDF, as a rule yes. Quote numbers are less standardised than invoice numbers and sit in the header or the subject line. Filery searches the whole document text rather than a fixed position.

It is cleaner to separate them into two folders with their own pattern each, because in one case the sender and in the other the recipient is the distinguishing field. Alternatively, add a fixed direction field to the pattern. Filery reads both fields.

Filery works with PDF files. Quotes held as word processor or spreadsheet documents should be exported to PDF first — sensible for filing anyway, because the version can then no longer change by accident. Every common program exports PDF directly.

The Starter plan covers 50 documents a month without sign-up. Filing quotes, order confirmations and invoices together, that lasts a handful of jobs; above it, Business offers 500 documents for 30 euros a month. No sign-up is required for Starter.

Related topics

Batch rename PDF invoices
Organize and rename contract PDFs
Rename documents after scanning

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