AI File & Document Management

Every Event, Its Own Organized Folder

Vendor contracts, floor plans, client details, and timelines automatically organized by event using AI. Never mix up two clients' catering contracts again.

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
🗂️

Every Event Organized Separately

AI reads your documents and identifies which event they belong to, so with several weddings or events happening in the same season, nothing from one client accidentally ends up mixed with another's.

Key Feature
📝

Vendor Contracts, Ready for Any Question

Catering, venue, florist, and photography contracts are organized by event and vendor, so a question about terms or a dispute over scope has an answer in seconds, not a search through months of email.

🗺️

Floor Plans and Timelines, Version Clarity

No more wondering which floor plan is the final approved layout. AI groups versions by event, helping surface the current one so the day-of team is always working from the right document.

📱

Everything Accessible On-Site, Mid-Event

When a vendor asks a question during setup or a timeline needs checking on the day, pull up the exact document from your phone instantly, without digging through email at the worst possible moment.

🔍

Search Across Every Event Instantly

Find any contract, floor plan, or timeline by describing it — "Johnson wedding catering contract" — instead of scrolling through folders while a vendor waits on the phone.

💰

Budgets and Client Details, Kept Straight

Budget trackers, guest lists, and client preferences stay organized per event, so you're never referencing one client's budget while discussing another's event by mistake.

Auto Organization

Drag in contracts and timelines. Filex AI files them by event.

Drop in vendor contracts, floor plans, and timelines, 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 event, then by vendor and document type”
Johnson Wedding - June 2026Corporate Gala - March 2026Vendor Contracts
  • 📄catering_contract_v2.pdfJohnson Wedding - June 2026/Catering_Contract_Signed.pdf
  • 📄floor_plan_final_updated.pdfJohnson Wedding - June 2026/Floor_Plan_Final_Layout.pdf
  • 📄guest_list_updated_march.xlsxCorporate Gala - March 2026/Guest_List_Updated_March.xlsx
Filex AI document scanner scanning and organizing a document on mobile

Document Scanner

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

Point your camera at a signed contract, a venue layout, or a vendor quote. Filex AI reads it, names it clearly, and files it under the right event — no manual sorting when three weddings overlap.

  1. 01

    Tap scan and point your camera

    Open Filex AI, tap scan, and point your camera at any contract, floor plan, or vendor quote. 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 event, the vendor, the date, the terms.

  3. 03

    It files itself

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

  4. 04

    Find it by asking

    Weeks later, just type "Johnson wedding catering contract". The scan is already indexed, named, and linked.

Learn more

Browser Extension

Capture vendor quotes and venue portals — right inside Chrome

Take, save, and organize screenshots of vendor quotes, venue booking confirmations, and client mood boards with AI. Every screenshot you capture and every file you download gets named, sorted by event, and synced automatically — without leaving the tab.

  • Capture any area, the visible area, or a full quote page
  • Screenshots auto-saved, named, and filed under the right event
  • Downloads sorted into the right event folder automatically
  • Full-content search inside contracts, timelines, and floor plans
  • 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 events, your way

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

“Group all documents for Johnson Wedding”

“Group vendor contracts by type”

“Create a Lens for events happening this month”

“Group floor plans by event”

“Group all budgets this quarter”

“Create a Lens for signed vendor agreements”

“Group guest lists by event”

“Create a Lens for upcoming event timelines”

Available Everywhere

AI File Organizer for Event Planners — 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 plan up to four weddings in the same weekend during peak season. Almost sent the wrong floor plan to a client once. Now every event has its own space and that fear is gone.
W
via Reddit
🐦X
✓ Verified
A caterer called mid-setup asking about a contract detail and I pulled it up on my phone in ten seconds while standing in the venue. That used to be a much more stressful moment.
E
via X
🔴Reddit
The AI kept two clients' catering contracts completely separate even though I uploaded them the same afternoon. That's exactly the mix-up I was always worried about.
P
via Reddit
🐦X
✓ Verified
Timeline versions used to be my biggest headache. Now they're grouped together and I always know which one the vendors should be working from.
D
via X
🔴Reddit
Photographed the venue during a walkthrough and it was automatically filed under the right event. Small thing but it meant I actually found it again before the wedding.
V
via Reddit
🔴Reddit
Running a planning business solo means I don't have time to build folder structures for every event. This does it for me and I can actually focus on the clients.
S
via Reddit

Complete guide

The Complete Guide to AI File Management for Event Planners

Why Manual Event Filing Breaks Down During a Busy Season

A planner handling one event at a time can usually keep every contract and timeline straight through memory alone. That stops working the moment peak season hits and several weddings or events run in parallel, each generating its own stack of contracts, floor plans, and vendor quotes with overlapping names, "catering contract" for one client sounds exactly like "catering contract" for another. A file called "floor_plan_final_updated.pdf" tells nobody which event it belongs to without opening it.

The real cost shows up when two events are happening in the same weekend and a file gets sent to the wrong client, or a vendor question comes in and the wrong contract gets pulled up under time pressure. A shared drive built on the assumption that every file will be filed under the correct event the first time rarely survives a season with several simultaneous bookings.

AI-based organization removes the dependency on remembering which event a file belongs to. Because Filex AI reads the event name, the date, and the vendor directly from the file content, the fortieth contract across your busiest wedding season gets filed with the same accuracy as the first, regardless of how similar it looks to another client's paperwork.

How AI Identifies the Event and Vendor From Content Alone

A PDF named "florist_quote_final.pdf" could belong to any client on your calendar, and a filename-based system has no way to tell them apart. Filex AI reads the actual text of the document, the client names, the event date, the venue, the vendor, to determine both what kind of document it is and which event it belongs to.

This matters most during peak season, when the same generic document types, catering contracts, floor plans, timelines, recur across every single event a planner books. The only thing distinguishing one client's catering contract from another's is the names and dates buried in the text, not the filename. Content-based categorization reads that detail the same way a coordinator double-checking paperwork would, then files the document under the correct event automatically.

Because this does not depend on filenames or folder discipline, it works identically well on a vendor-generated contract with a generic filename and a photo of a venue floor plan taken mid-walkthrough with 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 Simultaneous Events and Version Confusion

Running several events in the same season is where manual filing fails most visibly. Contracts, revised floor plans, and updated timelines arrive continuously across every active booking, and sorting that volume by hand while also managing client calls and vendor coordination means filing gets deferred, often until right before an event when there's no time left to sort through anything.

Filex AI processes documents from multiple active events 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 event in a single pass. This includes grouping different versions of the same floor plan or timeline together, which helps make clear which version is the current, approved one the day-of team should actually be working from.

For a growing planning business, this matters beyond any single event. A history of past events, prior vendor terms, prior client preferences, represents real business value for future bookings and vendor negotiations, and none of it is realized if those files are effectively unsearchable once an event has passed.

  • Upload documents from multiple simultaneous events in one pass, no pre-sorting needed
  • Every document is read for event name, date, venue, and vendor
  • Files are grouped by event automatically, even during peak booking season
  • Different versions of a floor plan or timeline are grouped to clarify the current one

Getting the Right Document On-Site When a Vendor Asks

Event documents matter most in the exact moments they're hardest to access manually: mid-setup, when a caterer asks about a contract detail, or during the event itself, when a timeline question comes up and there's no time to dig through email on a laptop that isn't even with you.

Filex AI syncs organized files in real time across web, iPhone, and Android, so a contract uploaded from the office is immediately searchable from a phone on-site during setup. Search by event or vendor name works the same from a venue floor as it does from a desk, which means a vendor's question can be answered in the moment, rather than requiring a callback after you're back at the office.

Frequently asked questions

Everything you need to know about using Filex AI

Can it keep multiple events completely separate?

Yes. The AI reads each document and identifies which event it belongs to, keeping every event's contracts, floor plans, and details in their own organized space, even when planning several events simultaneously.

Can I access documents on-site during an event?

Yes. Your full library is accessible from your phone, so you can pull up a vendor contract or timeline instantly during setup or the event itself, without needing a laptop or digging through email.

Does it help me figure out which floor plan or timeline is the final version?

Yes. Versions of the same document are grouped together by event, which helps reduce confusion about which floor plan or timeline the day-of team should actually be working from.

Can I organize vendor contracts by type, like catering or florists?

Yes. Vendor contracts are categorized automatically by vendor type and event, making it easy to find a specific contract when a question or dispute comes up.

Is client and event data private and secure?

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

Can I photograph a venue walkthrough or floor layout?

Yes. Photograph anything with your phone camera and it's read and filed under the correct event automatically, alongside your other planning documents.

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 documents from a current event to see what comes back organized.

Does it work for both weddings and corporate events?

Yes. Whether you plan weddings, corporate events, or any other type of event, the AI reads document content and organizes files by event and vendor regardless of event type.

Can I search for a specific vendor contract quickly?

Yes. Describe what you're looking for in plain language — "Johnson wedding catering contract" — and it appears instantly, without needing to remember an exact filename.

Does it work across devices, like a laptop at the office and a phone on-site?

Yes. Files sync across devices, so documents uploaded from your office laptop are immediately accessible and searchable from your phone while on-site at an event.

Ready to Organize Every Event You're Planning?

Join wedding and event planners who've turned scattered vendor contracts and timelines into an organized system for every client.

GET IT ON
Google Play
Download on the
App Store