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 50 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 50 files per batch.
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.

History & file retention

The History tab shows all your past batches with search and filter options.

• Search by filename, vendor name, or document content
• Filter by profile, status, or date range
• Re-download files within the 7-day retention window
• Delete individual batches or clear all history

File retention:

• Original and renamed files: available for 7 days
• Batch records and metadata: kept permanently
• Files approaching expiration show a countdown badge — amber for 2–6 days remaining, red for under 24 hours

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.

Customizing your filename format

The format builder lets you control exactly what appears in your filenames and in what order. Go to Settings → Configurations, expand a profile — the format builder is open by default.

Available tokens:

• {unit} — the detected unit code from your configurations
• {vendor} — vendor or company name
• {date} — transaction date (YYYY-MM-DD)
• {amount} — total amount
• {doctype} — document type (Invoice, Receipt, etc.)
• {description} — brief description of the purchase

Example formats:

Unit codes explained

Unit codes are the specific identifiers for individual units, properties, or cost centers. They are stored in the Unit Codes field of each configuration entry as a comma-separated list.

Unit codes are used in two ways:

1. The AI scans documents and matches detected codes against your saved unit codes for consistent filenames
2. In Split Receipt, unit codes appear as selectable options in the unit dropdown

Split Receipt

Split Receipt is for expenses that span multiple properties or cost centers. Rather than filing one shared receipt, you get a separate named file for every unit it covers.

How Split Receipt works

Split Receipt takes one receipt or invoice and creates individually named file copies — one per unit or cost center it covers. Upload a receipt, let the AI extract the details, configure your split, and download a ZIP with one file per unit.

Unit auto-detection

If your receipt has a section labeled "SPLIT UNITS:", "SPLIT TO:", or similar, the AI automatically detects and pre-fills the unit codes. For best results:

• Write the unit codes on the receipt before scanning
• Make sure your unit codes are saved in your Configurations
• Unit codes saved in configurations appear as selectable options in the unit dropdown

Configuring your split

1. Upload — select your profile and upload the receipt.
2. Review — confirm the extracted vendor, date, and total.
3. Configure — set up your split:
   • Detected units appear as rows with their split amounts
   • Choose Even split or Custom amounts
   • Use the unit dropdown to select from your saved configs or type a new unit code
   • Edit filenames inline by clicking the filename field
   • Click + Add unit to add more units manually
   • The dust (rounding remainder) is automatically assigned to one unit
4. Download — click Generate split files to download your ZIP.

Example output for a $500.00 pool service split across three units:

Team & Organization

Business and Enterprise plans support shared workspaces — one account, shared history, shared configurations, and shared file limits across your whole team.

Setting up your workspace

Team workspaces are available on Business and Enterprise plans.

1. Go to Settings → Team.
2. Click Create workspace and enter your company name.

Inviting members

Click Invite member and enter their email address. They'll receive an invite email and create their account. Once they join:

• They inherit your plan and file limits automatically
• They can access all features included in your plan
• Their batches appear in shared history
• Business plan supports up to 5 members. Enterprise is unlimited.

Location tagging

For businesses with multiple sites, location tagging automatically adds a location name to every filename in a batch.

Setting up locations:

1. Go to Settings → Team → Locations section.
2. Add each location name (e.g. Kapaa, Koloa, Lihue).
3. Optionally assign a default location to each team member.

Using locations:

• When 2 or more locations are configured, a Location selector appears on the batch page below the profile selector
• Select your location before analyzing — all files in that batch will be tagged with the location name automatically
• Select None for batches that don't need a location tag

File Support

Supported file formats

Refyle supports: PDF, JPG, PNG, WEBP, 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

PHI rejection only applies to files processed under the General profile. If your file was rejected, 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. If you are using a named vertical profile (Property Management, Finance, Legal, Real Estate, or Photo), PHI screening does not apply.

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.