Rename e-invoices automatically and file them in a structured way

Incoming invoice files often carry cryptic names such as 2026-06_4711_scan.pdf or invoice_final_v2.xml. This how-to shows how Automatic X-Invoice Processor automatically names every e-invoice after its actual invoice data - e.g. 2026-06-15 Sample Office Supplies Ltd INV-2026-1001.pdf - and files it into an organized archive structure, such as one subfolder per year or supplier.

Rename or move - which one fits?

For an invoice archive, Move file is usually the right choice; plain Rename file is suitable when a follow-up system expects the files in the same folder.

Step 1: Create a profile

1. Click New profile… in the profile toolbar and enter a name (e.g. “Archive incoming invoices”).
2. Under Mode, choose the file type: Process PDF file (ZUGFeRD) or Process XML file (XRechnung).
3. Under Monitored folders, add the inbox folder.
4. Under Example invoices, add a typical invoice - you will use it in a moment to verify the naming scheme.

The basic setup is described in detail in the how-to “Getting started”.

Step 2: Add the task and define the naming scheme

Click Add in the task list and choose Move file (or Rename file).

On the Storage location tab:

1. Directory: Enter the archive folder - preferably with placeholders for an automatic folder structure, e.g. D:\Archive\Invoices\<InvoiceYear> (one subfolder per year) or D:\Archive\Invoices\<SellerName> (per supplier).
2. File name: Define the naming scheme from placeholders, e.g. <InvoiceDateComplete> <SellerName> <InvoiceId>. The Insert placeholder button opens the menu of all available values, grouped by topic (see chapter 70.1).
3. The preview immediately shows the resolved result name based on the selected example invoice.
4. Choose the conflict behavior if a file with this name already exists - the default is Add numbering, so no invoice gets overwritten.

Useful placeholders for naming schemes:

Invalid file name characters in placeholder values are removed automatically.

Step 3 (optional): Set the file date

On the File date tab you set the timestamps of the filed file - e.g. Set modification date to: Invoice date. This way, Windows Explorer sorts the archive chronologically by invoice date instead of by processing time (see chapter 9.4).

Step 4: Verify and save

1. Check the complete target path with resolved placeholders in the result preview (see chapter 8.11).
2. Click OK and place an invoice into the monitored folder - or click Check now in the status bar.
3. In the processing log, the entry shows the new file name; Show file in Explorer in the context menu jumps directly to the filed file.

Good to know

• Subsequent tasks continue with the new path - a following print or send task already uses the renamed file.
• With Move file, the Additional options tab can also take the remaining files of the source folder along (e.g. accompanying documents) and clean up empty parent folders afterwards (see chapter 19.3).
• Existing files in the inbox folder are not processed automatically by design - use Catch up… for that (see chapter 60.2).

Common issues

Further reading

• Program help chapter 20 - Rename file in detail
• Program help chapter 19 - Move file
• Program help chapter 70.1 - list of all placeholders
• Program help chapter 70.2 - CSV mapping (translate values via mapping tables)