Help Center

Getting Started

What is Refyle?

Refyle is an AI-powered batch file renaming service. You upload a folder of messy documents — invoices, receipts, contracts, photos — and Refyle reads each file using Claude AI to understand what's inside, then renames it to a clean, consistent, descriptive filename.

The result: a ZIP file with all your documents renamed, ready to drop into your folder system.

Creating your account

Go to app.refyle.com/signup and sign up with your email. Free accounts include 10 files per month — no credit card required.

Choosing the right profile

Profiles tell Refyle what kind of documents you're processing and what naming format to use. Select the profile that matches your industry before uploading:

Uploading your first batch

1. Select your profile from the profile bar at the top of the app.
2. Click "Upload files" or drag and drop up to 500 files (Pro plan).
3. Click "Analyze" to start processing.
4. Wait for the AI to read and rename each file — typically 5–30 seconds per file.

Downloading renamed files

Once processing is complete, click "Download ZIP" to get all renamed files in a single archive. The original filenames are preserved as a reference in the ZIP manifest.

Profiles Guide

Each profile is a specialized AI mode for a specific document type. Choosing the right profile gets you better results.

Property Management Profile 🏠

Designed for vacation rental managers. Refyle reads vendor invoices, maintenance receipts, and expense documents — extracting the property unit, vendor name, expense category, and amount.

Output format: {UNIT} {VENDOR} {EXPENSE TYPE} {$AMOUNT}

Example output:

Real Estate Profile 🏡

Designed for real estate agents and transaction coordinators. Extracts property address, document type, parties, and transaction date.

Output formats by document type:

• Transaction docs: {Address} - {DocType} - {YYYY-MM-DD} - {$Amount}
• Inspection/report docs: {Address} - {DocType} - {YYYY-MM-DD}
• Agreements: {Address} - {DocType} - {Party} - {YYYY-MM-DD}
• Lease: {Address} - Lease - {TenantLastName} - {YYYY-MM-DD}

Example output:

Finance Profile 💰

For invoices, receipts, and financial statements. Extracts vendor name, document type, date, and amount.

Output format: {DocType} - {Vendor} - {YYYY-MM-DD} - {$Amount}

Example output:

Legal Profile ⚖️

For contracts, filings, and legal correspondence. Extracts document type, parties, and date.

Output format: {DocType} - {Parties} - {YYYY-MM-DD}

Example output:

General & Photo Profiles 📄📸

The General profile works for any document. The Photo profile is optimized for image files. Both extract a category, subject description, and date.

General example:

Photo example:

Configurations Guide

What are configurations and why they matter

Configurations are custom shortcuts you set up in your account settings. They tell Refyle how to abbreviate or normalize names in your specific context.

For example, a property manager might set up:

• "Beach Cottage" → BCH
• "Mountain Villa" → MTV

Refyle uses these codes in every filename, so output is consistent even when documents use different descriptions.

Adding your first configuration

1. Go to Settings → Configurations.
2. Select your profile (e.g. Property Management).
3. Click "Add configuration" and enter a property/vendor name and its abbreviation.
4. Save — Refyle will use your codes immediately on the next upload.

Property Management configurations

For property managers, each configuration entry represents one property unit:

• Name: Full property name (e.g. "Beach Cottage", "Island Home", "Mountain Villa")
• Abbreviation: Short code (e.g. BCH, ISH, MTV)
• Examples: Sample filenames for that unit

Refyle uses the abbreviation in output filenames and checks the examples as additional context.

Finance and Legal configurations

Finance configurations map vendor names to normalized versions. Legal configurations map matter names or client IDs to your preferred format.

File Support

Supported file formats

Refyle supports: PDF, JPG, PNG, WEBP, TIFF, TXT, CSV

Most business documents come as PDFs or image files — both are fully supported. Text files and CSVs are processed as plain text.

PDF best practices

• Text-based PDFs (searchable text) produce the most accurate results.
• Scanned PDFs also work but may have slightly lower accuracy depending on scan quality.
• Password-protected PDFs cannot be processed.

Working with scanned documents

Refyle uses Claude AI's vision capabilities to read scanned images and documents. For best results:

• Use scans at 150 DPI or higher
• Ensure the document is flat and fully in frame
• Avoid heavy shadows or skew

Image quality tips

For photos of receipts and invoices:

• Use good lighting — avoid harsh shadows
• Hold the camera parallel to the document
• Make sure all four corners are visible
• JPG and PNG both work equally well

Frequently Asked Questions

Troubleshooting

File stuck on "processing"

If a file is stuck for more than 2 minutes, try refreshing the page. If the issue persists, try uploading the file again individually. Very large PDFs (50+ pages) may take longer than usual.

Low confidence results

When the AI isn't certain about a filename, it produces a best-guess result. This typically happens with:

• Very low quality scans
• Documents without clear dates or vendor names
• Non-English language documents

PHI rejection explained

If your file was rejected for PHI, it contained patient health identifiers. This is a safety feature — it means the file likely contains protected patient information and should not be processed through Refyle. Use a HIPAA-compliant system for patient records.

Download not working

If the Download ZIP button isn't responding, try a different browser. Make sure your browser allows downloads from app.refyle.com. If you're on Safari and downloads are blocked, check Safari → Preferences → Websites → Downloads.

Login issues

If you can't log in, try resetting your password at app.refyle.com/login. If the problem persists, contact support at support@refyle.com.