A good structure can be understood without opening every file. A filename should help locate a document, not replace its contents or accounting review.
Examples are synthetic. This guide helps prepare records; it does not replace review by an accountant, tax adviser, or lawyer.
One naming scheme
For example: YYYY-MM-DD_type_counterparty_amount_currency_reference.ext. Do not include national ID numbers, full card numbers, or passwords.
- • 2026-10-03_received-invoice_FICTIONAL-SUPPLIER_120-00_EUR_FV-1042.pdf
- • 2026-10_statement_SAMPLE-BANK_EUR.pdf
- • 2026-10-12_receipt_FICTIONAL-MERCHANT_18-40_EUR.jpg
Source, working copy, and export
Keep the source unchanged. A working copy may be rotated, merged, or compressed. Store an OnlineOffice or accounting-system export separately so it is not confused with a supplier document.
Documents for one payment
A payment may have an invoice, confirmation, delivery note, and bank movement. Connect them using a reference in the filename or index rather than deleting separate source files.
Checklist
- One date format is used
- Document type is unambiguous
- Sources and working copies are separate
- Duplicates share a reference
- Filenames contain no sensitive data
Synthetic samples
Fictional example for one company and month.
Official sources
Links checked on 30 October 2026. Source content can change.