You can customise how document PDFs are named when you download them from Refrens.

This helps you create a consistent naming format for invoices, quotations, purchase orders, sales orders, expenses, and other documents. You can add important document details to the file name, arrange them in the order you prefer, and choose the separator style:

How to customise PDF filenames

1. Go to: Business Settings → Accounting → Custom Labels and fields → Customise PDF Download Filename > Click Manage to customise your PDF filename format.Go to Accounting:

2. Configure Filename Format:

✅ Include important details in the PDF filename, such as document type, document number, client/vendor name, business name, document date, financial year, year, month, day, due date, and currency.

✅ Choose the order in which these details should appear in the filename.

✅ Select whether the filename should use a hyphen - or underscore _ as the separator.

For example, your downloaded PDFs can follow formats like:

invoice-doc-001-client-name-your-business.pdf

invoice-doc-001-your-business-FY2025-26.pdf

doc-001-client-name-14-09-2025.pdf

Once configured, check the preview to see how the filename will look, and click "Save".

The selected format will be auto-applied for future document PDF downloads.

Frequently Asked Questions

Field limit

You can add up to 5 fields in one PDF filename format.

This keeps filenames clean, readable, and easier to manage across devices, folders, and accounting records.

Filename length

PDF filenames can have up to 200 characters.

If a filename becomes too long, Refrens will automatically shorten parts of the filename where needed. Business name and client/vendor name may be shortened first, while important details like document type and document number will remain unchanged.

Bulk PDF downloads

The saved filename format also applies to bulk PDF downloads. This helps you maintain the same naming structure when downloading multiple documents together.

Resetting the filename format

You can reset the filename format anytime and return to the default PDF naming format.

Why use custom PDF file names?

Custom PDF file names help you:

• Find downloaded documents faster
• Keep files organised by client, vendor, date, or document number
• Follow your internal filing format
• Share documents with clearer file names
• Reduce manual renaming after download
• Maintain consistency across individual and bulk downloads

If you still have questions, feel free to contact us at care@refrens.com OR drop a message on live chat support for quick assistance!

Updated on: 26/05/2026