I use Egnyte to store my client files, and to provide an upload page for clients to send me documents. I also use Email It In to automatically store all client emails and attachments on Egnyte. For each client, I have folders like Bills Unpaid, Bills Unpaid Entered in QB, and Bills PAID. Within these folders, I use this file name pattern or convention, using the bill due date:
YEAR.MO.DA [Office] Vendor Name Inv# $Amount.pdf
Of course, the files that clients send me aren’t already named that way, so I have to rename them all. I found the most wonderful application (program) to help me with this. It’s called A-PDF Preview and Rename. It allows me to view the content of PDF files while I rename them. I can extract due dates, invoice numbers, amounts, everything I need to create the new filename. A-PDF makes the process so much faster! I highly recommend it if you have to rename large numbers of PDF files. Another problem with my Egnyte system is that sometimes clients send me documents as JPGs instead of PDFs. I use FastStone Photo Resizer to batch convert these files to PDF.
Finally, I use PDF-XChange Editor to edit PDFs. Clients often send me multiple bills in one file, for example. PDF-XChange Editor allows me to easily split and extract one or multiple pages to create separate files for each bill, and rotate pages that were scanned upside down. The program is a very robust PDF creator and editor. I used to use NitroPDF, but that program became expensive and bloated, taking forever to load and hanging frequently. PDF-Xchange Editor has been a wonderful replacement.
Happy PDF editing!