Her bookkeeper wanted her to name and file every receipt a certain way. Now nobody has to.

A filing standard set by someone else

Raeleen runs Organic Oasis Spa & Salon in Alberta. Her bookkeeper needs every receipt named a particular way and filed into Google Drive folders by year and month. It’s a reasonable request, and it turns into real work when you’re the one doing it.

Supplier invoices arrive by email. Receipts arrive on paper. Each one had to be opened, renamed by hand and dropped into the right folder. Raeleen puts the cost at three to four hours every week.

“I run a business, and my bookkeeper prefers receipts to be named in a specific format and saved into Google Drive folders organized by year and month.”

Raeleen McCutcheon · Owner, Organic Oasis Spa & Salon

Forward the email, and that’s the whole routine

Her husband Jason set out to help her build a better process and win those hours back. While working through the options, he came across Filently.

“This appears to be the best one I have tried to date with a reasonable cost, and is really simple to use.”

Jason McCutcheon · Raeleen’s husband

Setup took one afternoon. A Gmail rule forwards every attachment straight into Filently, and Raeleen wrote the filing instructions herself: the bookkeeper’s format, in her own words, not a template she had to adapt to.

1. An invoice arrives in Gmail. The forwarding rule sends it to Filently automatically.
2. Filently identifies it and names it in the bookkeeper’s format, following her instructions.
3. It’s filed on its own into the right year and month folder in her own Drive.

5474918453.pdf → 2026-01-31 - Google - $22.00.pdf

The bookkeeper's format, applied to every document that arrives.

Nothing moved anywhere new. The files stay in her own Google Drive, in her own folder structure, the same one her bookkeeper already works from.

Paper receipts, handled from a phone

The invoices that arrive by email were the easy half. The other half is paper: the receipts that pile up in a wallet and a drawer.

Those go through the same pipe. Raeleen photographs them with the free version of Genius Scan and forwards the PDF to Gmail, where the same rule passes it on to Filently. No scanner, no separate system, no end-of-month catch-up session.

“It works beautifully.”

Raeleen McCutcheon · Owner, Organic Oasis Spa & Salon

From checking every receipt to letting it run

For the first months, Raeleen approved every suggestion by hand. Filently sometimes put a receipt in the wrong folder back then, and she wanted the final say.

When something did go wrong, our co-founder Valentin handled it himself.

“Early on I ran into an edge case with my folder structure and reported it. Valentin dug into it personally and rolled out a fix within days. Since then it’s been rock solid, nails everything so far. I think you have an excellent product here.”

Raeleen McCutcheon · Owner, Organic Oasis Spa & Salon

Eventually she asked herself why she was still checking. She switched on automatic filing, and every receipt now goes straight to its folder.

“This is supposed to be an automated process and save me time, why fight it?”

Raeleen McCutcheon · Owner, Organic Oasis Spa & Salon

She puts the file names at very close to 100% right and the folders at 90 to 95%. The few misses are mostly receipts that are badly laid out or labelled, where even the date or the subtotal is hard to pin down. And when a file isn’t where she expects it, she simply searches for it.

“If I can’t find something where I expect it to be, I just search in the Google Drive search or Filently and it pulls it right up for me to edit.”

Raeleen McCutcheon · Owner, Organic Oasis Spa & Salon

What she doesn’t do any more is type file names, drag anything into a folder, or check each receipt before it goes in.

And her bookkeeper gets every receipt named and filed exactly the way she asked for it, without having to chase anything.