Tax season shouldn't start with renaming Scan0034.pdf. Filently runs inside Google Drive and renames, sorts, and files every client document — invoices, receipts, bank statements — by the naming convention you already use.
Filing only works if everyone follows the same convention. The accountant defines it once. The client never has to think about it again.
If you do the books
Accountants & bookkeepers
✓Type your naming convention and folder structure in once.
✓Every client's files land correctly named, in the right folder.
✓Open the shared Drive at tax time and just start working.
✓No more renaming download (3) before you can begin.
The hours you used to spend cleaning up client files go back to billable work.
If you send the files
Small business owners
✕Drop a receipt into your Filently Inbox, or forward the email.
✕Filently names it the way your bookkeeper asked for. Automatically.
✕Never get the "can you rename and resend this?" message again.
✕Filing stops being a task you put off until it piles up.
Give your accountant exactly what they need, without thinking about it.
Accounting file organization
Tax season starts with a pile of misnamed files.
Tax season · all at once
Everything arrives the same week
Five clients due next week, all with different filing approaches, if any. You open the pile: twelve files named Scan0034.pdf, a bank statement called download (3), an invoice with the vendor's internal reference as the filename. You feel drained before you've started.
Audit request
"Send me the March invoices"
An auditor asks for the March invoices from one specific vendor. In a creative agency a misnamed file is an inconvenience. In your practice it's a compliance risk, and Scan0034.pdf is not a useful answer.
Friday · 5 PM
Chasing the client again
You email the client to resend the receipt, named correctly this time. They don't. They send what their phone exported. Cleaning it up falls to you, every time, for every client.
It's not that clients are careless. It's structural.
Filing is simply not where your clients make their money. Without a system you give them, they keep sending files however their phone or software produces them. Three reasons it never holds.
The volume is relentless
One small-business client with twenty vendors generates hundreds of documents a year. Multiply that across ten clients and you're managing thousands of files, most arriving with whatever name the sender gave them.
Clients send what their software exports
A receipt named by an app. A statement called download (3). They aren't being difficult, filing just isn't their job. So cleaning it up becomes yours.
Manual conventions break under load
You can write the perfect naming guide. But any system that depends on busy people remembering rules and renaming files by hand collapses the moment tax season hits.
A filing system shouldn't depend on your busiest clients remembering the rules. It should just hold, automatically.
Google Drive folder structure for accountants
Client, then year, then type. Kept consistent automatically.
The most reliable structure organizes by client, then by year, then by document type, so year-end retrieval is fast regardless of how old the engagement is. Filently learns whatever convention you already use, or sets one up for you. The examples below are starting points.
Per-client folder
Acme Corp / 2026
01 Invoices
02 Receipts
03 Bank Statements
04 Payroll
05 Tax Documents
06 Correspondence
Date-first filenames
Examples
2026-04_Acme_Invoice_0042.pdf
2026-04_Amazon_Receipt_Office-Supplies.pdf
2026-03_Acme_BankStatement_March.pdf
2026-04_Acme_Payslip_Smith-J.pdf
2025_Acme_TaxReturn_FY2025.pdf
New client? New folder.
Nguyen Consulting / 2026
Created from your template automatically
Client and year detected from content
Numbered subfolders match your setup
Anything unclear waits in 00 Needs Review
These are starting points. Filently adapts to how you already work. If you have an existing Google Drive folder structure and naming convention, it learns yours rather than imposing a new one — or cleans up an existing Drive in one pass.
Ready to see your client files organized?
Set your rules in 2 minutes. First 25 documents free, no credit card.
Set your rules once, have clients send documents however they like, let Filently file every one of them.
1
Connect your Google Drive
Filently learns the naming convention and folder structure you already use, automatically. Got no system yet, or a specific format in mind? Just describe it in Custom Instructions. Nothing leaves your Drive, ever.
Learns your setup · Custom rules optional
2
Clients send documents in
Your client drops a receipt into their Filently Inbox, or forwards an attachment to their Filently email address from their phone. No app to learn, no naming to remember on their end. Every new file gets handled automatically on arrival.
Email forward · In-app upload · Drive drop
3
Filently names & files everything
Filently reads each document, applies your naming convention, and files it in the right client folder in the shared Drive. By the time it reaches you, the work is done. No renaming, no sorting, no chasing.
Renames · Files · Creates folders
Set it up once per client. Every document after that files itself.
First 25 documents free. No credit card. Cancel anytime.
Built for the way accounting documents actually arrive.
Filently works for any business that lives in Google Drive. What makes it right for accounting: it sits in the layer before your software, getting documents named and filed correctly so the work is already done by the time you open the Drive.
You preview every change before it happens
Nothing is renamed or moved blindly. Filently shows you the new name and folder for each document first. High-confidence files can auto-file; anything uncertain waits for your one-click approval. No surprise mass-renames, ever.
It doesn't replace your accounting software
Filently is the filing layer before DATEV, Xero, or QuickBooks, not a replacement. Coding transactions, reconciling, and preparing returns stays in your software. Filently just makes sure every document arrives named and filed correctly.
Recognizes accounting document types
Invoices, receipts, bank statements, payslips, tax returns, engagement letters, expense reports. Filently distinguishes them by content, even when the client named the file document(3).pdf.
New client? New folder.
A new client's first document arrives and Filently builds their folder from your template automatically.
Custom instructions per client
Each client can follow a different naming and folder convention. Set it once, it holds.
Multilingual
Invoices and receipts in English, German, French, Spanish and more. Same accurate handling.
From a real Filently user
"I spent months searching for an application that does exactly what Filently does. My bookkeeper prefers receipts to be named in a specific format and saved into Google Drive folders organized by year and month. I simply typed into Filently what I wanted it to do, and it does it. It's very accurate."
Raeleen McCutcheonOwner, Organic Oasis Spa & Salon
What about Dext, Hubdoc, or a dedicated DMS? Here's the honest take.
Those tools extract data for your ledger, which is useful, but they live in their own platform. Filently keeps clean, correctly-named documents in the Google Drive you already share with clients. Here's how it fits.
Approach
Setup
Stays in your Drive
Names files your way
Manual filing
~ Low, but endless
✓ Yes, if you do it all
✗ Every file, every client
Asking clients to follow rules
✗ Low, but ignored
~ Only when they comply
✗ Rarely, you fix the rest
Dext / Hubdoc
~ Medium, per workflow
✗ Lives in their platform
~ Built for data, not filing
Dedicated DMS (SmartVault)
✗ High, full migration
✗ A separate system
~ Inside their platform
Filently
✓ Under 2 minutes
✓ Your existing Drive
✓ Your convention, automatic
Tools like Dext and Hubdoc extract data for your ledger, and that's their job. Filently doesn't compete with them. If your documents live in Google Drive and you just want them named and filed correctly, that's exactly what Filently does.
Running your practice in Google Drive? Filently is built for you.
First 25 documents free. 2-minute setup. Works in the background, all year.
Does Filently replace my accounting software like DATEV, Xero, or QuickBooks?
No. Filently handles the filing layer: naming documents correctly and placing them in the right Google Drive folder automatically. It does not export data to accounting platforms or replace them. Coding transactions, reconciling, and preparing returns stays in your existing software. Filently just makes sure every document arrives named and filed the right way.
How does Filently tell an invoice from a receipt from a bank statement?
It reads the actual content of each document: vendor names, dates, amounts, document headers. Accounting documents have consistent structures even when filenames are inconsistent, so Filently classifies them accurately. Anything it’s unsure about waits in a review queue for your one-click confirmation.
Can my clients use Filently so files arrive already named?
Yes, and this is the point. Filently runs on the client’s side. They drop a document into their Filently Inbox or forward it to their Filently email address. It’s renamed by your convention and filed in the shared Drive before it ever reaches you. The client never has to remember your naming format.
What if I already have a naming convention and folder structure?
Filently learns yours rather than imposing a new one. Type your naming and filing rules into Custom Instructions once per client, and everything that comes in after follows those rules automatically: your date format, your folder structure, your abbreviations.
What about client confidentiality?
Your files are processed automatically. No Filently employee can read your documents. Authentication runs through Google’s OAuth 2.0, so we never see your password. Filently reads file content only to identify, rename, and file each document. Nothing is stored on our servers, no copies are kept, and your data is never used to train AI models. You can revoke access from your Google account at any time. CASA Tier 2 certified. Enterprise-grade data protection.
Does it work across multiple clients and shared Drives?
Yes. Filently works with My Drive and Shared Drives, and you can set different filing instructions for each client. Every client’s documents land correctly named in their own folder, so a ten-client practice stays as organized as a one-client one.
What happens to my files if I stop using Filently?
Nothing. Every client folder and every renamed document stays exactly where Filently put it in your Google Drive. No export, no migration, no lock-in. You keep 100% of what Filently organized, forever.
What happens after the first 25 free documents?
Your first 25 documents are free, no credit card required. After that you move to a paid plan that scales with how much you file, so a solo bookkeeper and a ten-client practice pay for what they actually use. You can see current plans on the pricing page before you commit.
Can I cancel anytime?
Yes. There’s no contract and no lock-in. Cancel whenever you like, and every folder and renamed document stays exactly where it is in your Google Drive. You never lose access to what Filently has already organized.
Next tax season
starts with a clean Drive.
The easiest way to organize client files in Google Drive. Set your rules once, and every document your clients send arrives named and filed correctly. First 25 documents free, no credit card.
