File naming
Invoice File Naming Examples
Invoice file naming examples for sent invoices, received supplier invoices, client codes, dates, and payment status.
Start with this rule
For invoices, use the invoice date, document type, client or vendor, and invoice number when available. Sent and received invoices should use different folders, not vague names.
Better names to copy
Avoid
invoice-final.pdfUse
2026-04-01 - invoice-sent-acme-2604.pdfClear direction and client.
Avoid
acme.pdfUse
2026-04-01 - invoice-received-acme-hosting.pdfReceived invoices need vendor context.
Avoid
factuur april.pdfUse
2026-04 - invoice-sent-retainer-client-name.pdfMonthly invoices can use YYYY-MM.
Avoid
paid.pdfUse
2026-03-18 - invoice-paid-printer-repair.pdfStatus can be useful when intentional.
Avoid
INV_1234.PDFUse
2026-02-09 - invoice-received-stripe-inv-1234.pdfKeep the original number at the end.
Rules that keep it useful
- Include sent or received when both exist in your system.
- Keep invoice numbers when they exist.
- Use YYYY-MM for recurring monthly invoices and YYYY-MM-DD for one-off invoices.
Why this works
- Direction prevents confusion between income and expenses.
- Client and vendor names make search natural.
- Invoice numbers preserve the external reference.
Common mistakes
- Using final as a status forever.
- Mixing sent and received invoices in one folder.
- Dropping invoice numbers that vendors use for support.
Related templates
Read the system
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