AI File & Document Management

No More "final_v9_ACTUAL_use_this_one
psd"

Design assets, client feedback, and project files automatically organized by client and project using AI. Version chaos, solved.

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
🗂️

Assets Organized by Client and Project

AI reads your project files and groups them by client automatically, so a rebrand for Acme and a photo shoot for another client never get tangled together, regardless of how large your active project list gets.

Key Feature
💬

Client Feedback, Filed Alongside the Project

Revision notes and approval emails are organized with the project they relate to, so when a client asks "didn't we already approve this?" you have the answer in seconds, not a scroll through old email threads.

📸

Reference Material, Actually Searchable

Mood boards, inspiration images, and shoot references are read and categorized by content, so finding "that editorial-style reference from last spring" doesn't mean scrolling through thousands of images.

📋

Contracts and Invoices, Ready When Needed

AI understands creative contracts and extracts key terms and dates, so scope questions or payment disputes have a clear paper trail you can pull up instantly.

🔍

Find the Approved Final in Seconds

Search "Acme logo approved version" instead of opening ten files named some variation of "final." The AI helps distinguish approved deliverables from drafts and iterations.

📱

Capture Inspiration the Moment You See It

Photograph a reference in the wild, a color palette, or a texture the instant you spot it, and it's categorized and searchable before you've even left the location.

Auto Organization

Drag in assets and feedback. Filex AI files them by client.

Drop in design files, feedback, and contracts, 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 client, then by project and asset type”
Acme RebrandClient Feedback & RevisionsReference & Photo Shoots
  • 📄logo_final_v9_ACTUAL.psdAcme Rebrand - Assets/Logo_Final_Approved_v9.psd
  • 📄client feedback round 3.pdfClient Feedback & Revisions/Acme_Rebrand_Feedback_Round3.pdf
  • 📄IMG_moodboard_ref.jpgReference & Photo Shoots/Editorial_Style_Reference.jpg
Filex AI document scanner scanning and organizing a document on mobile

Document Scanner

Scan it. Filex AI files it under the right client.

Point your camera at a signed contract, a texture reference, or a sketch. Filex AI reads it, names it clearly, and files it under the right project — no manual sorting after the shoot or session.

  1. 01

    Tap scan and point your camera

    Open Filex AI, tap scan, and point your camera at any contract, reference, or sketch. 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 client name, the project, the style, the terms.

  3. 03

    It files itself

    The scan lands in the project folder that fits it — or Filex AI creates one. It gets a clear name built from its content, not "deliverable_final_final.png".

  4. 04

    Find it by asking

    Weeks later, just type "Acme logo approved version" or "editorial style reference". The scan is already indexed, named, and linked.

Learn more

Browser Extension

Capture inspiration and approvals — right inside Chrome

Take, save, and organize screenshots of client approval emails, inspiration boards, and design references with AI. Every screenshot you capture and every file you download gets named, sorted by client, and synced automatically — without leaving the tab.

  • Capture any area, the visible area, or a full reference page
  • Screenshots auto-saved, named, and filed under the right project
  • Downloads sorted into the right client folder automatically
  • Full-content search inside assets, feedback, 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 projects, your way

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

“Group all assets for Acme Rebrand”

“Group design files by client”

“Create a Lens for approved final deliverables”

“Group feedback and revision notes by project”

“Group all invoices this quarter”

“Create a Lens for signed contracts”

“Group reference images by style”

“Create a Lens for active client projects”

Available Everywhere

AI File Organizer for Creatives — 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
  • 10 files one time
  • AI content analysis & auto-sorting
  • Smart file renaming
  • Basic tagging
  • Cloud sync across devices
  • Export Organized Folders
Best Value

Premium (Yearly)

Save more with annual billing

$3.75/mo

Billed $44.99 once a 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
Most Popular

Premium

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

$7.99/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

What People Are Saying

Join thousands who've revolutionized their file management

🔴Reddit
I had literally 14 files named some variation of "logo final" for one client. Filex organized them by project and now I actually know which one they approved.
G
via Reddit
🐦X
✓ Verified
A client disputed a scope change six months after the fact. Pulled up the feedback thread and contract in under a minute and settled it immediately.
B
via X
🔴Reddit
My mood board folder was 3,000 images deep and completely unsearchable. Now I search "editorial style reference" and it actually finds what I mean.
C
via Reddit
🐦X
✓ Verified
Photography client work means thousands of reference and raw files per shoot. Having everything organized by client automatically saved me hours every week.
P
via X
🔴Reddit
Illustrator here with a dozen active clients. Assets used to bleed into each other constantly. Now everything is separated by project and I never mix up client files anymore.
I
via Reddit
🔴Reddit
Photographed a texture reference on a walk and it was already categorized with similar references by the time I got back to my studio. Small thing but genuinely useful.
T
via Reddit

Complete guide

The Complete Guide to AI File Management for Creatives

Why Version Chaos Gets Worse as Your Client List Grows

A designer with one or two active clients can usually keep track of which file is the approved final through memory alone. That stops working the moment several projects run in parallel, each generating a dozen iterations before landing on something a client signs off on. Files pile up named "logo_final_v9_ACTUAL.psd" or "deliverable_final_final.png", and every one of those names felt reasonable in the moment they were saved, right before the next revision made them all inaccurate at once.

The real cost shows up when a client asks about a project weeks or months later, or when you need to hand off a deliverable and genuinely aren't sure which of several similarly-named files is the one they actually approved. A folder built on the assumption that "final" means final rarely survives contact with a real client relationship, where revisions keep coming even after everyone agreed the last round was the last round.

AI-based organization removes the dependency on naming discipline entirely. Because Filex AI reads project context, feedback, and approval language directly from associated files, rather than relying on what a file happened to be called when it was saved, the fortieth iteration across your busiest project gets organized with the same clarity as the first, regardless of naming habits under deadline pressure.

How AI Groups Design Assets by Client and Project From Content Alone

A file named "deliverable_final_final.png" gives no indication of which client or project it belongs to, and a filename-based system has no way to sort it correctly. Filex AI instead reads what content it can from associated documents, feedback notes, contracts, briefs, that reference the same project, to group assets by client and project even when the design files themselves carry no useful metadata.

This matters because creative work generates enormous volumes of near-duplicate files by nature, iteration is the job. The only reliable signal distinguishing an Acme Rebrand logo file from an unrelated project's logo file is the surrounding context: the brief it was created for, the feedback thread it belongs to, the contract that scoped it. Content-based categorization uses that surrounding context the same way you would if you reconstructed the project history from memory, then groups the asset accordingly.

Because this does not depend on filenames, it works identically well on a carefully named export from design software and a screenshot dragged out of a client Slack thread with a completely generic name. The organizing signal comes from project context, never from how a file happened to be named in the moment it was saved.

Turning a Years-Deep Reference Folder Into Something You Actually Search

Mood boards, inspiration images, and shoot references accumulate constantly and rarely get organized as they're saved, because organizing in the moment of inspiration defeats the point of quickly capturing it. The result, after a few years, is often a folder with thousands of images and no reliable way to find a specific one later beyond scrolling and hoping it looks familiar.

Filex AI reads the actual visual content and any accompanying text of reference material, categorizing it by what it depicts, style, subject, mood, rather than requiring anyone to tag it at the time of saving. A years-deep archive can be uploaded in bulk with no pre-sorting, and every image gets processed and made searchable in a single pass, regardless of how long it sat unsorted beforehand.

This turns a folder people are quietly afraid to open into something with genuine ongoing value. Searching "editorial style reference" or "that texture from the spring shoot" returns relevant results because the search understands what an image actually shows, not just when it was saved or what folder it happened to end up in.

Having a Clear Trail When a Client Questions Scope or Payment

Creative freelance work runs on trust, but trust doesn't prevent a client from genuinely forgetting what was approved six months ago, or disputing an invoice for work they don't remember authorizing. When that happens, the freelancer's position depends entirely on whether they can produce the original approval, the feedback thread, or the signed contract quickly and credibly.

Filex AI organizes contracts, feedback, and approval correspondence together with the project they relate to, rather than scattering them across email, a separate invoicing tool, and a design files folder. When a scope question comes up, the relevant documentation is a search away instead of requiring a reconstruction of a months-old email thread under pressure while a client is waiting for an answer.

This matters most in the moments when it's hardest to do manually: mid-negotiation, or when a payment is already overdue and tempers are a little short. Having the paper trail ready in seconds, rather than needing to dig for it, changes the tone of that conversation considerably.

Frequently asked questions

Everything you need to know about using Filex AI

Can it organize design files by client and project automatically?

Yes. The AI reads your project files and groups them by client automatically, keeping every client's assets, feedback, and contracts separate even as your active project list grows.

Does it help me figure out which version is the approved final?

Yes. By organizing assets by project and surfacing version and approval context, it helps reduce the common problem of not knowing which of several similarly-named files is the client-approved version.

Can I search my reference images and mood boards?

Yes. Reference material and mood board images are read and categorized by content, so you can search by style, subject, or theme instead of scrolling through thousands of unsorted images.

Does it handle large design files like PSDs and RAW exports?

Yes. Filex AI handles a wide range of creative file types, organizing them by project and client alongside your other documents.

Can it help settle scope disputes with clients?

Yes. Feedback, approval emails, and contracts organized by project give you a clear paper trail to reference when a scope question or dispute comes up.

Is my client work and unreleased creative material private?

Yes. All files are encrypted end-to-end, meaning only you can access your creative work. Nothing is shared or sold, and you can permanently delete anything at any time.

Will it modify or compress my original design files?

No. Your original files are never touched or modified. Filex AI creates an organized, searchable view while your originals remain exactly as they were saved.

Is it free to try?

Yes, every account starts on the free Spark plan with credits to organize and sync files, no credit card required. Upload a current project folder to see what comes back organized.

Can I photograph physical references, like textures or inspiration in the wild?

Yes. Photograph anything with your phone camera and it's categorized alongside similar references automatically, ready to search whenever you need it.

Does it work across multiple creative disciplines?

Yes. Whether you're a graphic designer, photographer, illustrator, or work across several creative disciplines, the AI reads document and image content and organizes your files accordingly.

Ready to Organize Your Creative Practice?

Join designers, photographers, and creative freelancers who've turned scattered assets and feedback into an organized, searchable system.

GET IT ON
Google Play
Download on the
App Store