Set Paidwhere up your way

More than one business

• Add a business in Settings › Getting invoices in (Pro has 2, Business 3). Each one gets its own private forwarding address.
• With two or more, the Inbox folder gets a folder for each business. Files put in a business’s folder, or forwarded to its address, are filed under that business.
• Renaming a business renames its Inbox folder too. Removing one keeps the invoices already filed.

File names and folders

By default each file is renamed to date_vendor_amount and filed by year and month. In Settings › How files are filed you can build your own name from date, vendor, amount, invoice number, category and business, and your own folders from year, month, quarter, vendor, category and business, for example 2026/Rivera Studio/10. A preview shows the result before you save.

Watch more folders

Besides the Inbox and Downloads, Paidwhere can watch any folder: a scanner’s folder, a shared drive, your desktop. New invoices there are copied in and filed, and the originals stay where they are.

It remembers your fixes

When you correct a vendor’s name, category or business, tick “always” and Paidwhere files that vendor the same way from then on. Settings › How files are filed lists what it learned, and you can remove any of it.

Send a file from anywhere

On Windows, right-click a file or folder and choose File with Paidwhere. On a Mac, right-click and choose Open With › Paidwhere. Either way the file is copied in and filed.

Activity

Activity in the sidebar lists every file Paidwhere handled, where it came from and what happened to it: filed, a duplicate, not an invoice, or an error with the reason.

Medical bills

Medical bills are read only on your computer and never sent to the AI reader. Medical records that aren’t bills are left unread.