Filing Terms · VG Reference

01 Naming Formula

YYYY.MM.DDDate filed

DescriptionShort description

Quote# / Inv#Quote or Invoice #

$AmountDollar amount

StatusStatus suffix

.extFile extension

Examples

2024.01.18_Framing material_Quote# 19606_$14,158.37

2024.01.24_Portable Comfort Stations_Invoice# 3004137_$135.pdf

2024.02.21_SOW_Demo Excavation & Backfill_Benchmark Excavating_UPDATED

2024.01.11_24.010_Electrical Subcode_New Electric_Approved

02 Status Suffixes

Suffix	When to use
_SIGNED	One or more parties have signed, but not all
_FULLY EXECUTED	All parties have signed
_DRAFT	No signatures yet
_UPDATED	Revised version of a prior quote, invoice, or SOW
_Approved	Permit or official approval received
_from Seller	Seller-originated report (e.g., NFA letter)

03 Special Rules

Date rule

Date = date received/filed. Payments: use date payment was processed, not receipt date.

No special chars

No special characters in folder or file names (Dropbox restriction).

Vendor folder lifecycle

Name as VendorName_Quote while quoting only. Remove _Quote once invoices begin.

Archive old versions

Move prior version to 0. Archive subfolder. Add _Updated + new date to replacement.

Multiple quotes

Add distinguishing detail beyond quote# (material type, spec) when one vendor sends multiple.

Big-3 vendors

Jaeger, Ashpa, Blue Ridge: file invoice in vendor folder AND enter in their recon GSheet.

04 Where Does It Go?

Document type	Dropbox folder / path
Quotes / estimates	Property > Vendor folder (e.g., VendorName_Quote)
Invoices / receipts	Property > Vendor folder (remove _Quote suffix once invoices begin)
SOWs	Property > Management & Rehab > SOW AND Vendor folder
Permits	Property > Permits-Approvals-Township
Due diligence reports	Buying folder (Legal) AND Vendor folder
Seller-originated reports	Buying-Legal only (add _from Seller to name)
Surveys	Vendor folder AND Drawings & Plans > Site, Arch & Surveys
Arch walkthrough photos	Pictures & Videos AND Vendor folder (Garfinkel Design Group_Architect)
Sewer jetting photos	Pictures & Videos AND Vendor folder
Exploratory demo letters	Permits-Approvals-Township AND Architect vendor folder
Offers (selling)	Create folder: $OfferAmount_BuyersNames_AgentName — file all docs inside
Payroll .txt files	Property folder where submitted (even if description refs another property)
ScanSnap scans	ScanSnap General Inbox > TO FILE or QUESTIONS subfolder

05 Quick Test

Quick test — verify before saving

Date

Starts with today's date in YYYY.MM.DD format?

Property

Includes property address or GENERAL VENDOR?

Amount

Dollar amount matches the document exactly?

Status

Status suffix is correct (_SIGNED, _FULLY EXECUTED, _DRAFT, _UPDATED…)?

Folder

Saved in the right Dropbox folder (see routing table)?

Filing Terms Document naming convention quick reference