Organization guide
Organize invoice files in Google Drive or Dropbox
The fastest way to keep invoice PDFs and receipts organized is to combine a simple folder structure with consistent filenames. That way, you can search and audit without opening every file.
Recommended folder structure
Keep it boring and predictable:
Structure
Invoices/
2026/
2026-01/
2026-01-15_ACME_1234.56_Consulting.pdf
2026-01-12_OfficeDepot_45.99_Stationery.pdf
2026-01-10_Uber_18.20_Transport.pdf
2026-02/
2026-02-08_Hilton_219.00_Hotel.pdf
2026-02-05_AWS_97.31_CloudHosting.pdfRecommended filename convention
Use a template that sorts well and contains the key info:
Template
YYYY-MM-DD_VENDOR_AMOUNT_PURPOSE.pdfSee more examples in invoice file naming convention.
Workflow for Drive/Dropbox
A simple three-step process to keep your invoices organized.
1
Collect new invoices/receipts
In one 'Inbox' folder.
2
Rename them
Using the convention above (date/vendor/amount).
3
Move them into the correct month folder
Keep your archive organized by date.
Want to bulk rename invoices quickly?
RenameMyInvoice can bulk rename invoice PDFs and receipts by extracting date, vendor, and amount, then giving you a ZIP of renamed files.