Founding documents outlast the team
Articles of association, commercial register extracts, shareholder lists, convertible loans, term sheets, investment and shareholders' agreements, resolutions of the shareholders' meeting, employee participation programmes: these documents are created across years and are rarely needed, but urgently when they are. Naming them at creation with date, counterparty and document type means they never have to be reconstructed. It costs five seconds when filing and saves hours during due diligence, hours in which nobody is doing anything else.
The data room decides the pace
In a funding round the investor gets access to a structured data room and their lawyers work through a checklist. Every file they cannot place turns into a question, and every question costs a day. A folder full of files named Vertrag_final_final.pdf produces exactly those questions. Names that state date, counterparty and document type, by contrast, can be sorted straight into the data room structure without anyone opening each file first.
Versions are more dangerous than missing files
Contracts often exist in half a dozen versions: draft, the other side's marked-up copy, the negotiated state, the signed version. The suffix final says nothing about that, because it appears in every second file. What works instead is the date in the name plus an unambiguous status word such as draft or signed. Then the valid version is the bottom one in the sorted list, and nobody accidentally sends a draft to the investor.
Grant decisions and proof of use
Many startups fund the early phase through grant programmes, and each one demands evidence: the decision itself, drawdown requests, interim reports and proof of use, often with documents that must be clearly attributable to the funded project. If those documents already carry the programme and the project year in their filenames, compiling the evidence becomes a selection from a list. Otherwise it starts with the question of which invoice belonged to the project at all.
Growing team, shifting responsibility
At first a founder handles the filing, then a working student, then someone in finance. Context is lost at each of those handovers, because nobody explains the abbreviations from the early days any more. A naming pattern that is written down and used by everyone is the cheapest form of handover documentation. It works best when it is set early, while the archive is still small enough to run through once.
Processing and pricing
The document is read on your device, its text content handed over encrypted to the AI analysis, and as soon as the detected fields come back the renaming takes place on the device again. The contracts are not kept in storage. The Starter plan is free, covers 50 documents a month and needs no sign-up, which is usually enough for the founding phase. The Business plan costs 30 euros a month for 500 documents, and the Custom plan 5 euros with your own API keys.
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