AI File & Document Management

Organize Project
Files with AI

Automatically organize permits, blueprints, inspection reports, subcontractor contracts, and change orders by job site.

GET IT ON
Google Play
Download on the
App Store

No credit card required · Free plan included

|
10+
hours saved monthly on manual filing
3 sec
to find any file with AI search
100%
of files organized automatically

File sprawl is killing your productivity
— and AI can't help without context.

Messy files mean missed deadlines, lost work, and frustrated teams.

2.5 hours

wasted daily searching & organizing files

File Chaos

60%

of work context is lost in scattered files

Lost Context

73%

of teams struggle with inconsistent file names

Naming Confusion

How It Works

Four simple steps to a perfectly organized file system

01

Upload Your Files

Drop files, folders, or entire workspaces — PDFs, images, docs, anything messy.

02

Tell AI What You Want

Use plain English like “organize by project” or “group by client & date.”

03

AI Organizes Instantly

Files are renamed, categorized, and structured automatically — no rules needed.

04

Find Anything Fast

Search using natural language and access any file in seconds.

Everything you need to tame file chaos

Powerful features designed to save you hours every week

Key Feature
🏗️

Built Specifically for Construction Professionals

Automatically recognizes and organizes construction content by job site, project phase, and document type. Perfect for permits, blueprints, inspection reports, subcontractor contracts, and change orders.

Key Feature
📐

Blueprint Version Management

Never work off an outdated drawing again. AI tracks blueprint revisions, identifies version numbers, and always surfaces the latest approved set for any project.

📋

Permit Tracking and Compliance

Keep every permit, approval, and compliance document organized by project and jurisdiction. Find any permit instantly during an inspection or audit.

🔍

Search Across All Job Sites

Find any file instantly by searching content, not just filenames. Search by project name, subcontractor, trade, or document type across your entire project portfolio.

📊

Inspection Report Sorting

Automatically categorize safety reports, punch lists, and QA/QC documents by job site, inspection type, and date. Stay audit-ready at all times.

📱

Mobile Access On-Site

Pull up any blueprint, permit, or inspection report directly from the job site. Real-time sync means your field crew always has the latest documents.

Auto Organization

Drag in permits and blueprints. Filex AI files them by job site.

Drop in permits, blueprints, and inspection reports, tell Filex AI how you want them grouped, and let AI understand, rename, and organize them instantly. It reads content — not just filenames — and follows your custom rule every time.

Understands file content, not just filenames
Learns your patterns over time
Smart renaming
Nested folder structures
Custom organization rules in plain English
Works with scanned documents
2.5 hrs
saved per day
50+
file formats
iOS & Android
mobile apps
Learn More

Custom organization rule

“Group files by job site, then by document type and revision”
Downtown Office BuildRiverside RenovationPermits & Approvals
  • 📄blueprint_updated_NEW.pdfDowntown Office Build/Blueprints/Floor_Plan_Rev4.pdf
  • 📄permit_application_v2_final.pdfPermits & Approvals/Grading_Permit_2026.pdf
  • 📄subcontract_draft_FINAL.pdfRiverside Renovation/Subcontractor Docs/Plumbing_Subcontract_Signed.pdf
Filex AI document scanner scanning and organizing a document on mobile

Document Scanner

Scan it. Filex AI files it under the right job site.

Point your camera at a permit, a punch list, or a change order. Filex AI reads it, names it clearly, and files it under the right project — no manual sorting when you get back to the office.

  1. 01

    Tap scan and point your camera

    Open Filex AI, tap scan, and point your camera at any permit, change order, or inspection form. Then tap organize. That is the whole job.

  2. 02

    AI reads the document

    OCR and content analysis extract what the document actually is: the project name, the permit number, the revision, the trade.

  3. 03

    It files itself

    The scan lands in the job site folder that fits it — or Filex AI creates one. It gets a clear name built from its content, not "download (8).pdf".

  4. 04

    Find it by asking

    Weeks later, just type "latest electrical drawings for downtown build" or "grading permit". The scan is already indexed, named, and linked.

Learn more

Browser Extension

Capture permit portals and vendor invoices — right inside Chrome

Take, save, and organize screenshots of permit portal approvals, subcontractor invoices, and RFI responses with AI. Every screenshot you capture and every file you download gets named, sorted by project, and synced automatically — without leaving the tab.

  • Capture any area, the visible area, or a full permit page
  • Screenshots auto-saved, named, and filed under the right job site
  • Downloads sorted into the right project folder automatically
  • Full-content search inside permits, blueprints, and contracts
  • Instant sync to Filex AI on iPhone, Android, and web
Learn more
Filex AI browser extension capturing and organizing a screenshot

Smart Grouping & Lenses

Group your job sites, your way

Describe a group once — Filex AI keeps it live and up to date automatically.

“Group all documents for Downtown Office Build”

“Group blueprints by revision”

“Create a Lens for permits expiring this month”

“Group inspection reports by project phase”

“Group all change orders this quarter”

“Create a Lens for active subcontractor agreements”

“Group site photos by job site”

“Create a Lens for punch list items”

Available Everywhere

AI File Organizer for Construction — iPhone & Android

iPhone & iPad App

Scan documents, organize files, and search by content on the go. Available on iOS and iPadOS.

Get the app

Android App

Scan documents, organize files, and search by content on the go. Available on Android.

Get the app

Web App

Full-featured workspace in your browser. Organize, search, share, and manage files from anywhere.

Get started

Browser Extension

AI file management directly inside Google Drive, OneDrive, and Dropbox. No tab switching.

Add to Chrome

Simple, transparent pricing

Start free. Upgrade only when you need more power.

Free

Start organizing smarter with AI-powered file management.

$0
  • 20 files one time
  • AI content analysis & auto-sorting
  • Smart file renaming
  • Basic tagging
  • Cloud sync across devices
  • Export Organized Folders
Most Popular

Premium

Ideal for professionals who organise files, notes, and projects every day.

$2.99/month
  • 500 files organization per month
  • Advanced subject-based folders
  • OCR for images & scans
  • Handwritten notes analysis
  • Mobile app access
  • Share-to-organize from anywhere
  • Priority support
  • Export Organized Folders
Best Value

Premium (Yearly)

Save more with annual billing

$29/year
  • 6000 files organization per year
  • Advanced subject-based folders
  • OCR for images & scans
  • Handwritten notes analysis
  • Mobile app access
  • Share-to-organize from anywhere
  • Priority support
  • Export Organized Folders

What People Are Saying

Join thousands who've revolutionized their file management

🔴Reddit
Finally organized 12 active job sites worth of documents. Found the right permit during a surprise inspection in under 30 seconds. Inspector was impressed.
G
via Reddit
🐦X
✓ Verified
Organized 5 years of project archives in under 15 minutes. Found old RFI responses I needed for a dispute. Worth every penny (it's free btw).
C
via X
🔴Reddit
No more blueprint_final_v2_UPDATED.pdf confusion. AI reads the revision block and labels everything correctly. Field guys love it.
S
via Reddit
🐦X
✓ Verified
Didn't expect AI to understand construction documents this well. It reads the title block and knows exactly which project a drawing belongs to. Game changer.
G
via X
🔴Reddit
Found old change orders from 2 years ago instantly during a claim. The search actually works with real construction terminology. Saved us thousands.
P
via Reddit
🔴Reddit
Managing 8 active projects used to mean 8 chaotic folders. Now every permit, sub contract, and inspection report is exactly where it should be.
C
via Reddit

Complete guide

The Complete Guide to AI File Management for Construction Companies

Why Manual Project Filing Breaks Down Across Multiple Job Sites

A contractor running one job site can usually keep every permit and drawing straight through memory and a single binder. That stops working the moment a company runs several active job sites at once. Blueprints arrive from architects, permits arrive from city offices, subcontractor invoices arrive by email, and every source has its own naming convention or none at all. A file called "blueprint_updated_NEW.pdf" tells nobody which project or which revision it belongs to without opening it.

The real cost shows up on-site, during an inspection or a framing decision, exactly when time is tightest and a wrong answer is most expensive. Finding the current approved drawing means digging through a shared drive built on the assumption that whoever saved the last revision named it clearly, an assumption that rarely holds up across a dozen active projects and constantly updated plan sets. Working off a superseded drawing because the wrong file was easiest to find is a genuinely costly mistake, not a hypothetical one.

AI-based organization removes the dependency on someone correctly filing every document by hand. Because Filex AI reads the project name, the address, and the revision block directly from the file content, the fiftieth blueprint across your busiest month gets filed with the same accuracy as the first, regardless of who uploaded it or how it was named when it arrived.

How AI Identifies the Project and Revision From Content Alone

A PDF named "download (8).pdf" could be a permit, an inspection report, a change order, or a subcontractor invoice, and a filename-based system has no way to tell them apart. Filex AI reads the actual content of the document, the title block, the project address, the permit number, the revision date, to determine both what kind of document it is and which job site it belongs to.

This matters most because the same generic document types, permits, RFIs, change orders, inspection reports, recur identically across every project a company runs. The only thing distinguishing a change order for the Downtown Office Build from one for the Riverside Renovation is the project information buried in the title block, not the filename. Content-based categorization reads that title block the same way a project manager would, then files the document under the correct job site automatically.

Because this does not depend on filenames or folder discipline, it works identically well on an architect's CAD export with a system-generated filename and a permit scanned on-site with a phone camera and no naming convention at all. The signal was always inside the document, never in how it happened to be named when it arrived.

Handling Multiple Active Projects and Years of Archived Job Files

Running several job sites at once is where manual filing fails most visibly. Each project generates its own stream of permits, drawings, RFIs, and inspection reports, all arriving simultaneously and all needing to be filed correctly under real deadlines tied to inspections and closings. Sorting that volume by hand, on top of actually managing the work on-site, means filing gets deferred, and deferred filing on a construction schedule tends to mean documents are never filed correctly at all.

Filex AI processes a batch of project documents the same way it processes any other upload: import them exactly as received, with no pre-sorting or renaming, and every document gets read, categorized, and filed under the correct job site in a single pass. This applies equally to a company's archive of completed projects sitting in old folders with inconsistent organization. Whether a file is from a project closing out this month or one completed three years ago, each one is evaluated on its own content, not its position in a folder.

For a growing construction business, this matters beyond any single project. A history of completed jobs, prior subcontractor terms, prior permit approaches for a given jurisdiction, prior as-built drawings, represents real institutional knowledge, and none of it is realized if those files are effectively unsearchable when a similar project comes up again or a dispute surfaces years later.

  • Upload documents from multiple active job sites in one pass, no pre-sorting needed
  • Every document is read for project name, address, permit number, and revision
  • Files are grouped by job site automatically, even during a busy build season
  • Older, archived project files are processed with the same accuracy as new uploads

Getting the Right Document On-Site When It Actually Matters

Construction documents are needed most in the field, not at a desk, whether that's pulling up the latest approved drawing mid-framing or producing a permit for a surprise inspector visit. A document system that only works well from an office computer doesn't actually solve the problem for the people who need the files most urgently.

Filex AI syncs organized files in real time across web, iPhone, and Android, so a drawing uploaded from the office that morning is immediately searchable from a phone on-site that afternoon. Search by project name, trade, or document type works the same way from the field as it does from a desk, and offline access to critical files means a spotty job site connection doesn't block access to a document that's needed right now.

This closes the gap between where documents are created, often in an office or by an architect, and where they're actually consumed, on scaffolding, in a trailer, or in front of an inspector. Field crews get the current, correct version without waiting for someone back at the office to send it over.

Frequently asked questions

Everything you need to know about using Filex AI

Is Filex AI free for construction companies?

Yes! Construction professionals get free credits to organize up to 20 files per month. We offer a generous free tier specifically designed for contractors and project managers, with premium plans available for unlimited organization across multiple job sites.

Does it work with large PDF blueprints and scanned permits?

Absolutely. Filex AI supports large PDFs, scanned documents, images, and more. Our OCR technology can read title blocks, stamp annotations, and even handwritten notes from site photos.

Can it organize documents for multiple active job sites?

Yes! Upload files from all your active projects at once. The AI analyzes the content—including project names, permit numbers, and addresses—and categorizes them by job site automatically.

Is my project data private and secure?

Your privacy is our priority. All files are encrypted end-to-end, meaning only you and your team can access your project documents. We never share or sell your data, and you can delete everything anytime.

Does it rename my original construction files?

No, your original files remain completely untouched. Filex AI creates an organized view and smart copies with better names, but your original downloads stay exactly as they are.

Can I access project documents on mobile from the job site?

Yes! Files sync automatically across all your devices. Pull up any blueprint, permit, or inspection report from your phone or tablet directly on-site. Works on iOS and Android with offline access for critical files.

Does it handle different construction document types?

Yes! Whether it's architectural drawings, structural plans, MEP schematics, geotechnical reports, subcontractor agreements, or punch lists, our AI understands construction document types and organizes accordingly.

Can I delete my project data permanently?

Absolutely. You have complete control over your data. Delete individual files, entire project folders, or your whole account at any time with one click. All data is immediately and permanently erased.

Is any setup or configuration required?

No setup needed! Simply create an account, upload your project files, and the AI starts organizing immediately. No manual rules, folder structures, or tagging required.

How accurate is the AI at categorizing construction files?

Our AI achieves 95%+ accuracy in categorizing construction documents. It understands project names, document types, revision numbers, permit references, and trade-specific terminology. You can always manually adjust if needed.

Ready to Organize Your Job Sites?

Join thousands of construction professionals who have already transformed their chaotic project folders into organized, accessible document systems.

GET IT ON
Google Play
Download on the
App Store