Filex AI reads every resume, offer letter, contract, and payroll document, then files it by employee, renames it clearly, and makes it searchable in plain English. No folders to create. No manual sorting.
No credit card required · Free plan included
Watch a real HR workflow. Messy resumes, offer letters, and records get organized by employee in seconds.
The Problem
Every employee adds resumes, contracts, reviews, and payroll documents. Manual folders cannot keep up as your headcount grows.
Resumes in email, contracts on a shared drive, scans on someone's desktop. Nothing lives in one place, and nothing is named consistently.
Finding one employee's complete file means digging through folders named "final_v2_signed.pdf" right when compliance asks.
Contract end dates, probation reviews, and visa expiries hide inside documents nobody re-reads until it is too late.
Every new hire generates a stack of documents, and keeping each person's file complete and organized by hand does not scale.
How it works
From chaos to an organized workforce in minutes.
Drag in resumes, offer letters, contracts, and scans from desktop, phone, or email. Any format, any filename.
Filex AI extracts employee names, roles, dates, and terms, then groups everything by employee and renames files consistently.
Search in plain English across your entire workforce on web, iPhone, or Android. Every device stays in sync.
Features
Built for HR teams handling recruitment, onboarding, and employee records at company scale.
Filex AI detects the employee name inside each document and files resumes, contracts, and reviews under the right person automatically.
Create collections in natural language, like "everything for the design team hiring" or "all Q2 onboarding". One document can live in an employee lens and a hiring lens at the same time without duplication.
Ask "find John Smith's offer letter" and get the exact file in seconds. Search by employee, role, date, or document type.
Turns "scan_093012.pdf" into "2026_John-Smith_Offer-Letter.pdf" using employee names, dates, and document type extracted from the content.
Employee names, roles, salaries, start dates, and contract terms are pulled out of every document and turned into structured, searchable data.
Contract renewals, probation reviews, and visa expiries are detected inside your documents so you get reminded before they slip.
Scanned contracts, photographed IDs, and signed offer letters become fully searchable text documents.
PDFs, images, screenshots, Word, Excel, and CSV files are all indexed. One search covers your entire workforce.
Employee data is encrypted in transit and at rest, never used to train public AI models. Available on Android, iPhone, iPad, and the web.
Before and after
Filex AI reads document content, like employee names, roles, dates, and terms, and builds the structure for you.
Before
After: organized by Filex AI
🧑💼 John Smith
📁 Design Team Hiring
From offer_letter_FINAL_v3.pdf. No manual data entry, ever.
🧑💼 Employee
John Smith
💼 Role
Senior Designer
📅 Start Date
1 Feb 2026
💰 Salary
$78,000 / year
✍️ Signed
Yes, all parties
Use cases
“Find John Smith's offer letter”
“Show all resumes for the design role”
“Which contracts are up for renewal this quarter?”
“Find Sarah's performance review from 2026”
“Show all onboarding documents for new hires”
“Find the signed NDA for Mark's contract”
“Which employees are missing tax forms?”
“Show payroll records for March 2026”
Comparison
Everything you do by hand today, Filex AI does automatically the moment a file arrives.
Capability
Filex AI
Manual folders
Auto-organize by employee
Files sorted by employee name and document type the moment they arrive
Content-based renaming
Clear names built from employee, date, and document type found inside the file
OCR for scans and signed docs
Scanned contracts and photographed IDs become searchable text
Natural language search
Type "find John Smith's offer letter" and get the exact file
AI Lenses collections
One document can live in many collections at once, with no duplication
Renewal reminders
Contract and probation dates pulled from documents automatically
Cross-device sync
Web, iPhone, and Android stay in sync in real time
Encrypted and private
Files encrypted in transit and at rest, never used to train public models
Start free. Upgrade only when you need more power.
Start organizing smarter with AI-powered file management.
Ideal for professionals who organise files, notes, and projects every day.
Guides & resources
Deep dives on organizing resumes, employee records, and onboarding documents with AI.
Learn how to organize employee documents digitally in 2026. Discover how AI transforms HR file management, automates compliance, and secures personnel records.
Discover the best document organizer for HR professionals in 2026. Learn how AI automates personnel files, streamlines compliance, and secures employee records.
Learn how to organize resumes and candidate documents digitally in 2026. Discover how AI transforms recruiting file management and automates candidate tracking.
Everything you need to know about using Filex AI
AI file management for HR teams uses artificial intelligence to read the content of your employee documents, such as resumes, offer letters, contracts, and reviews, and automatically organize them by employee, rename them consistently, and make them searchable in natural language. Instead of manually creating folders per employee, the AI builds and maintains the structure for you.
Filex AI reads each document using OCR and AI content analysis, extracts key details like employee name, role, start date, and salary, then groups files by employee. Files are renamed with a clear pattern like 2026_John-Smith_Offer-Letter.pdf so they stay identifiable everywhere.
Yes. All files are encrypted in transit and at rest on secure cloud infrastructure. Your documents are private to your account, are never sold or shared, and are never used to train public AI models.
Yes. Filex AI supports natural language search, so you can type queries like "find John Smith's offer letter" or "show all resumes for the design role". Because the AI indexes document content, not just filenames, it finds the right file even if it was originally named scan_20260114.pdf.
Yes. Filex AI has a free Spark plan that is ideal for small teams. As headcount grows, the same AI structure scales with you without changing your workflow.
Yes. Filex AI uses OCR to read scanned contracts, photographed IDs, and signed offer letters, turning them into fully searchable text documents.
Yes. Filex AI extracts contract end dates, probation review dates, and visa expiries from your documents automatically, so upcoming renewals are visible across your whole team.
No. Upload files exactly as they are. Messy names, scans, photos, and mixed formats are all fine. The AI reads the content and handles the naming, grouping, and categorization for you.
AI Lenses let you group documents using natural language instead of folders. You can create collections like "everything for the design team hiring", "Q2 onboarding", or "expiring contracts", and a single file can appear in multiple lenses at once without duplication.
Join HR teams who let AI handle the filing. Free to start, no credit card required.