How-to guide
Name and file every document your way, automatically
Set a pattern once, and every invoice, statement and receipt you download gets a name you'd have chosen yourself, in the folder it belongs in: by company, by year, by property or by client. It takes a few minutes on the Naming page. Here's how.
One-time payment, no subscription · 14-day refund · Works offline · Free for 25 renames, plus a Pro trial on 25 files
- download (3).pdfInvoices/Telus/2026/2026-10-18_Telus_Invoice_84.99.pdf
- statement_8812.pdfStatements/RBC/2026-10_RBC_Chequing_Statement.pdf
- Closing docs.pdfTransactions/123_Maple_St/123_Maple_St_Closing_Statement.pdf
1. Start from a profile
Open wtfile and click Naming in the sidebar. Under Start from a profile, pick the closest fit and click Use this profile:
General: bills, statements and receipts, date first; files stay where they arrive. Real estate, by property address or by client name: one folder per property or per client. Car dealership: one folder per deal, titles and registrations by VIN.
A profile is only a starting point; everything below can be changed. The free version uses General with any of the quick patterns. The other profiles, folders, rules by document type and custom types are part of Pro.
2. Choose the name pattern
Under Default pattern, either click a quick pattern or write your own. The quick patterns are Descriptive (RBC_Chequing_Statement_2026-10.pdf), Date first (2026-10_RBC_Chequing_Statement.pdf), Financial (2026-10-18_Telus_Invoice_84.99.pdf) and Minimal (Telus_Invoice.pdf).
To write your own, use Insert detail… to add details in curly brackets, for example {date}_{vendor}_{document_type}_{amount}. The details are: {date} (as precise as the document), {year}, {month}, {vendor} (the company), {document_type}, {document_number}, {amount}, {currency} and {description} (such as the account type). Real estate and dealership profiles add {address}, {client}, {buyer}, {seller}, {mls}, {vin}, {vehicle} and {stock_number}.
A detail a document doesn't contain is left out of its name, never guessed. If too little is found, the file keeps its name.
3. File documents into folders (Pro)
Under the pattern, fill in Move into folder (optional) using the same details, for example Invoices\{vendor}\{year}. Folders are created as needed inside the watched folder, so a Telus invoice from 2026 lands in Downloads\Invoices\Telus\2026.
To file somewhere else, such as your Documents folder, click Browse… and pick a folder outside the watched folder. Leave the box empty to keep files where they arrive. Folder patterns can be up to five levels deep; network drives aren't supported yet.
4. Give document types their own rules (Pro)
The default pattern applies to every document. To treat a type differently, click Add rule under Rules by document type, choose the type (for example Invoice, Receipt or Bank statement), and give it its own pattern and folder. A useful setup: statements as {month}_{vendor}_{description}_{document_type} in Statements\{vendor}, invoices as {date}_{vendor}_{document_type}_{amount} in Invoices\{vendor}\{year}.
Rules work in every language wtfile reads: an Invoice rule also applies to a Facture, Rechnung, 請求書, 发票 or 청구서.
5. Teach wtfile your own document types (Pro)
If you handle documents wtfile doesn't know, such as a Closing Statement, click Add type under Custom document types. Give it a name and the phrases that identify it, separated by commas, for example statement of adjustments, closing statement. A phrase in the document's heading counts most. Then you can add a rule for it like any other type.
6. Check the preview, then save
The Preview at the bottom shows your recent files with their new names, so you can see the effect before anything changes. Previewing never renames anything. Click Save naming rules when it looks right.
New rules apply to new files. To apply them to files already in a folder, use Settings → Scan now: the results wait in Review for your approval.
Skip the review for senders you trust
When a suggestion in Review is right, Approve & trust approves it and adds the sender to your trusted senders. Their future documents are renamed without asking (other safety checks still apply). Manage the list under Trusted senders on the Naming page.
Set it up in a minute
- Download wtfile and run the installer. No administrator rights needed.
- Choose your Downloads folder and how careful it should be.
- Download a document and watch it get a real name.
Questions
Can I undo a rename?
Yes. Open Activity and click Undo rename. The file gets its original name (and goes back to its original folder) again.
Do I need Pro for this?
Quick patterns work in the free version. Folders, rules by document type, custom types and the industry profiles are Pro. You can try Pro free on 25 files from inside the app.
Can my whole team use the same rules?
Yes, with Business. Use Export… on the Naming page and Import… on the other computers to share one setup.