How does quintio name your files?

By default, quintio keeps the file name from bexio. Every uploaded file keeps the name it carries in bexio in the mirror — just technically cleaned up. A custom naming scheme is optional and only applies once you activate it in the portal settings. One special case: document PDFs that bexio only generates on demand (invoices, quotes, orders, delivery notes, purchase orders) have no file name in bexio — for those, quintio composes a readable name even in default mode.

Variant 1: the default — without configuring anything

Uploaded files keep their name. This covers the inbox, the attachments of supplier invoices, supplier credit notes and expenses, plus files on contacts — by far the largest part of your mirror. quintio only cleans the name enough for it to work reliably in Google Drive and on any operating system: characters that are not allowed in file names (such as /, :, ? or *) are removed, extremely long names are shortened — the file extension is always preserved.

Document PDFs get a composed name. bexio generates invoices, quotes, orders, delivery notes and purchase orders as PDFs only on demand — so there is no file name quintio could take over. For those, the default pattern applies: Date_Type-Number_Contact.pdf:

2026-03-12_Rechnung-RE-2041_Muster AG.pdf

Part	In the example	Where the value comes from
Document date	2026-03-12	The document’s date in bexio — not the date of mirroring
Document type	Rechnung	The type: invoice, quote, order, delivery note or purchase order
Document number	RE-2041	The number from bexio, unchanged — a custom numbering format is kept exactly as is
Contact	Muster AG	The company or contact name from the document
Extension	.pdf	The file format

Note: in the default names, the document-type word is German (Rechnung for invoice) — these are the real labels quintio writes into your Drive. With your own naming scheme you also choose the language of the file names.

If a value is missing — the contact, for example — quintio simply leaves that part out instead of inventing a placeholder. This way, documents sort themselves chronologically in every folder — how that plays together with your bookkeeping folder structure is covered on the blog.

Variant 2: your own naming scheme — only after activation

As long as you configure nothing, the default above applies. If you want your own names, you activate your naming scheme in the portal settings under “File names”: built from blocks — document date, document type, document number, contact, amount and more, in your order and with your separator. The rules:

• The preview shows the result immediately on your real documents — before you change anything.
• Blocks a document does not know simply drop out — no empty separators, no placeholders.
• The scheme applies to your whole account, i.e. to all connected bexio companies.
• On request, quintio also renames all already-mirrored files retroactively. Folders and sharing links in your Google Drive stay unchanged, and nothing changes in bexio.
• Scheme deactivated or never activated: the default from variant 1 applies.

Which blocks exist — and for which document types?

Not every document type knows every piece of information: an invoice has a document number, an inbox scan does not — and only uploaded files have an original name from bexio. The block menu in the settings therefore shows for each block which of your document types it applies to. The current state:

Block	Applies to	Note
Document date	all document types	For the inbox and file attachments it is the date the document arrived in bexio
Document type	all document types	Invoice, quote, order, delivery note, purchase order — or the type of the uploaded file
Year / Month	all document types	derived from the document date
bexio ID	all document types	the document’s unique number in bexio
Original name from bexio	uploaded files and files on contacts	Document PDFs have no original name — quintio creates their name itself (variant 1)
Document number	invoices, quotes, orders, delivery notes, purchase orders	An inbox scan does not have a number yet
Contact	invoices, quotes, orders, delivery notes, purchase orders plus files on contacts	If your bexio plan does not expose contact data via the API, the block is disabled
Amount	invoices, quotes, orders, delivery notes, purchase orders	Delivery notes usually carry no amount — the block then simply drops out
Currency	not selectable yet	The block is visible in the menu but disabled: bexio only provides the currency for some document types — for consistent names within one folder it stays locked for now

The underlying rule is always the same: where a document does not know a block, it drops out — the file keeps the rest of the name, with no empty separators.

Two files, the same name?

If a name collision happens within the same folder — in default mode as well as with your own scheme — quintio appends a short eight-character code to the second file, for example Quittung-3f9a21c4.pdf. The code is not random: it is derived from the document itself, so the same file gets the same name on every sync. That is why duplicates like “Copy of …” never appear.

And when a document changes?

If a document or an invoice changes later in bexio, quintio updates the existing file — same file, new version, no duplicate. You will find the history in Google Drive’s version overview.

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You set up your own scheme after logging in to the portal, in the settings under “File names” — the preview shows you the result before you change anything.