Fast, accurate file renaming for Windows users — list files, edit in Excel, and bulk rename with confidence.

Bulk Rename files and Folders on Windows - Accountants's Guide

After tax season you may have stacks of spreadsheets and client PDFs named like file2.xlsx. Random filenames make audits and client reporting frustrating. Adopting a clear naming convention — for example clientname_taxyear_20251026_invoice_001.xlsx — makes reconciliations, client deliveries, and compliance checks quicker and far less error-prone.

Approx. 4 min read • Keywords: bulk rename spreadsheets, list files in folder, list files in Excel
File Renaming for Accountants

Why file naming matters for Accountants

After tax season you may have stacks of spreadsheets and client PDFs named like file2.xlsx. Random filenames make audits and client reporting frustrating. Adopting a clear naming convention — for example clientname_taxyear_20251026_invoice_001.xlsx — makes reconciliations, client deliveries, and compliance checks quicker and far less error-prone.

An Excel-first workflow helps you do this reliably: the app lists every file in a folder, you update the New Name column in Excel (manually or via simple formulas), then import and apply the bulk rename with a preview step.

Step-by-step: from listing to renaming

Step 1 — List your files

Drop your client_folder (e.g. "Client_A_2024") containing invoices, ledgers, tax forms (XLSX, PDF). Handle PII and financial identifiers with care.

Pro Tip: Use clear date and client codes in client_folder names, like INV_2025Q3_ClientA, for quick reference.

Step 2 — Open in Excel

In Excel you'll see the exported columns and an editable New Name column. You only need to update that column — either type names directly or generate them with formulas. The app manages the other columns behind the scenes to keep rows matched to files.

Step 3 — Build your new names

Use Excel to automate repetitive naming — for example, combine client, date and sequence into a pattern: =Client & "_" & TEXT(Date,"yyyymmdd") & "_" & TEXT(Seq,"000"). Excel handles sequences, padding, and date formatting so you don't type hundreds of names manually.

Step 4 — Validate and clean up

Quick checks catch the usual problems: duplicates and illegal characters. Use a helper COUNTIF to spot duplicates. The app also detects invalid or locked files during import/rename and will skip affected rows while creating a log so you can review them later. Temporary helper columns (e.g., Client or Notes) are fine while working — delete them before saving if you like.

Step 5 — Import, preview, and apply

Save the edited sheet and load it back into the app. You’ll see a clear before-and-after preview of each filename. Review the preview, then click Rename. The app applies the changes quickly and produces a log of any skipped items for your records.

Pro Tip: Use Excel filters to group shots by date or client so sequences remain consistent. A simple pattern like Client_Date_Sequence works well for delivery and long-term archiving.

Example naming templates

Note: Edit only the New Name column. The app handles other columns and will report any skipped / locked files in the rename log. Temporary columns may be used while editing and can be deleted before saving.
Rename thousands of spreadsheets confidently.
Download the Windows app that exports folder listings to Excel, lets you edit new names, previews changes, and safely applies bulk renames with logs.
Download on Microsoft Store Visit official site
Found this helpful? Save or share this workflow with a colleague.

See more workflows: All use cases (50)