PaperAgent

PaperAgent / Document workflows

Turn a source folder into a monthly filing routine.

Give incoming financial documents a predictable place in Google Drive. PaperAgent uses your matching rules and date choices to propose year, month and category folders, then processes enabled workflows daily.

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For business owners sorting a growing folder of financial PDFs into monthly records.

Your setup

Start with one document.

  1. 01

    Choose separate source and destination folders

    Use cloud links or IDs for the intended Google account. Decide whether source subfolders should be scanned.

  2. 02

    Define matches and folder templates

    Choose a merchant or text match, category and date basis. Include year and month fields in the relative destination template.

  3. 03

    Inspect a preview

    Check the proposed month and category on real sample documents before you enable daily processing.

In practice

Know what happens to your files.

Choose where files enter and where they belong.

The source folder holds files waiting to be processed. The destination root holds the organized folders. Choose each with a Google Drive link or ID, or browse during setup. A local Drive for Desktop path is not a cloud folder ID.

Keep the destination outside the source. If your source contains subfolders, enable the folder option only when you want those files included. Use non-overlapping source folders for separate workflows so the same files are not watched twice.

Make the month follow your document policy.

An invoice can contain several dates. Each rule can use the document issue date, service date or payment date when available. The default is the issue date. A September invoice due in October belongs in September when that is your chosen date basis.

Folder templates support year, month, month number, category and vendor. A template such as {year}/{month}/Expenses/{category} can keep software purchases separate from travel. Configure whether missing destination folders should be created.

Route with evidence, then review exceptions.

Rules can match merchant aliases, filename text or document content. All conditions configured on a rule must match. Give overlapping rules clear priorities; ambiguous matches and missing information require review rather than a guessed destination.

Preview the proposed paths before enabling daily processing at midnight UTC. Archive-only documents can be filed without financial recording. Pause a workflow when you need to change its structure, and inspect partially applied records before changing settings.

Questions before you start

Can PaperAgent create missing monthly folders?

Yes, when you enable the option to create missing destination folders. Preview the folder template before processing.

Can I include subfolders in the source?

Yes. The source folder option lets you include files inside its folders. Use distinct source folders for separate workflows and keep the destination outside the source.

When are files sorted?

Enabled workflows are scheduled daily at midnight UTC. Files that need clarification wait for review; you can pause the workflow.

Preview your own document workflow.

Choose one source folder. Check the proposed destination and recording choices before enabling daily processing.

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