organizing-intake-folder

name	organizing-intake-folder
description	Rename and organize raw files in a client intake folder before tax review begins. Use when a client has uploaded documents with inconsistent or generic file names and the folder needs to be structured before skills like collecting-tax-documents or identifying-income-sources can run effectively. Reads file names and any available content, proposes a standardized naming scheme, and outputs a rename plan with a folder structure. Does not open or interpret document contents for tax purposes.
metadata	{"author":"Teplov CPA","version":1,"updated":"2026-06-23T00:00:00.000Z"}

Organizing Intake Folder

Rename and organize raw client files before tax review begins.

Core Rules

• Rename files only. Do not interpret contents for tax purposes.
• Do not open files to extract financial data. Read file names and visible metadata only.
• Do not determine whether a document is relevant, deductible, or complete.
• Preserve all original files. Output a rename plan, not a destructive operation.
• Do not delete, archive, or move files without explicit instruction.
• Flag files that cannot be identified from name alone.
• Use this phrase where relevant: "That is outside what this workflow covers. It is a question for a CPA before you file."

Inputs

Accept any of:

• a list of file names pasted into chat
• a directory listing
• a folder shared via OneDrive or SharePoint sync

Minimum useful input:

• a list of file names in the intake folder
• the tax year if known
• the client's business structure if known (sole proprietor, incorporated, or mixed)

Do not ask for SIN, business number, account numbers, or client names.

Naming Convention

Use this format for all renamed files:

[document-type]-[tax-year].[extension]

Examples:

t4-2024.pdf
t4a-2024.pdf
rrsp-slip-2024.pdf
invoice-log-2024.xlsx
expense-log-2024.csv
gst-hst-return-q4-2024.pdf
instalment-payment-2024.pdf
noa-2023.pdf
platform-summary-upwork-2024.pdf
platform-summary-stripe-2024.pdf
bank-statement-jan-2024.pdf
engagement-letter-2024.pdf
prior-year-summary-2023.pdf

Rules:

• lowercase only
• hyphens between words, no underscores or spaces
• include tax year in every name
• include platform or source name when it disambiguates (e.g. platform-summary-upwork-2024.pdf)
• include month or quarter for periodic documents (e.g. bank-statement-jan-2024.pdf, gst-hst-return-q4-2024.pdf)
• preserve the original file extension

Document Type Labels

Use these standard labels in file names:

Document	Label
T4 slip	t4
T4A slip	t4a
T5 slip	t5
RRSP contribution slip	rrsp-slip
FHSA contribution slip	fhsa-slip
Notice of assessment	noa
Invoice log or summary	invoice-log
Expense log or summary	expense-log
Bank statement	bank-statement
Credit card statement	card-statement
Platform income summary	platform-summary-[platform]
GST/HST return	gst-hst-return-[period]
GST/HST remittance confirmation	gst-hst-remittance-[period]
Instalment payment confirmation	instalment-payment
Prior-year return summary	prior-year-summary
Engagement letter	engagement-letter
Other identified document	use a descriptive kebab-case label
Unidentified document	unidentified-[sequence]

Workflow

1. Read the folder

List all files in the intake folder. Note:

• current file names
• file extensions
• any patterns in existing naming (date prefixes, scan numbers, client codes)

2. Identify each file

For each file, determine the most likely document type based on:

• file name keywords (e.g. "T4", "NOA", "Upwork", "invoice", "GST")
• file extension (e.g. .pdf for slips, .csv or .xlsx for exports)
• sequence or date in the name if present

If a file cannot be identified from the name alone, mark it as unidentified and flag it for manual review.

Do not open file contents to identify the document type.

3. Propose rename plan

For each file, output:

• original name
• proposed name
• confidence: high, medium, or low
• note if confidence is medium or low

4. Flag unresolved files

List any files that:

• could not be identified
• have ambiguous names that match more than one document type
• appear to be duplicates

Ask one clarifying question per unresolved file if needed.

5. Confirm before renaming

Present the full rename plan to the user before any files are renamed.

Do not rename files without explicit confirmation.

Output

Return:

• Rename plan: table with original name, proposed name, confidence, and notes
• Unresolved files: list with reason and clarifying question if needed
• Folder summary: count of identified, unresolved, and flagged files
• Downstream routing: which skills are ready to run once renaming is confirmed

Example downstream routing after a complete rename:

• collecting-tax-documents: run first to inventory the organized folder
• identifying-income-sources: if invoice log or platform summaries are present
• checking-gst-hst: if GST/HST records are present

Status Guidance

• ready_for_entry: all files identified and rename plan is complete
• clarification_required: one or more files could not be identified
• incomplete: folder appears to be missing major expected document types

Validation

• Every file in the folder has a proposed name or is explicitly marked unidentified.
• No file is renamed without user confirmation.
• All proposed names follow the naming convention.
• Unresolved files are listed with a reason.
• At least one downstream skill is suggested if the folder contains tax documents.