Vendor invoice organization software for the back office.
Sortio is an AI bookkeeping file organizer that reads vendor invoices, payroll registers, and ops records on your workstation, renames each file to YYYYMMDD, Vendor, Amount, and routes it to the right vendor or project folder in OneDrive, Dropbox, or SharePoint. Built for AP filing automation across multi-year backlogs in the thousands.
How it works
Four steps from a chaotic OneDrive to vendor-organized, date-stamped, amount-tagged files.
Point at OneDrive or Dropbox
Select your shared OneDrive, Dropbox, or local invoice folder. Sortio handles batches in the thousands. Customers have processed 3,000+ file backlogs in a single run.
AI reads each invoice
Sortio's AI extracts vendor name, invoice date, invoice number, amount, and project or job number from each PDF or scan. The read happens locally on your machine. In Offline mode (Ollama) or with BYOK nothing leaves your machine; by default the sort runs on our cloud and invoice contents are sent only if you enable a content-based feature.
Routed by vendor or project
Each file lands in the right vendor folder or project subfolder. Duplicate vendor folders (the classic "Aster" vs "Aster Inc" problem) get consolidated. Multi-year payroll is grouped by year and pay period.
Renamed by content
Every file is renamed to a consistent pattern: '20250412 - Aster Construction - $4,820.50 - INV-1138.pdf'. Vendor invoice retrieval at tax time becomes a one-line search instead of a half-day hunt.
The Filing Problem
Three patterns we hear from bookkeepers at construction firms, trucking companies, and municipal service districts.
Folder-name chaos
Three folders named 'Aster', 'Aster Inc', and 'Aster Construction', all containing invoices from the same vendor. Typos, abbreviations, and whoever set up the folder structure five years ago. By the time anyone notices, there are thousands of files in the wrong place.
Multi-year payroll backlogs
A bookkeeper inherits a OneDrive with a decade of board packets, pay stubs, and operations records scattered across nested year folders, with duplicates everywhere. Cleaning it up by hand is a six-month project nobody has time for. So it sits.
Invoice retrieval at tax time
The accountant asks for every invoice from a specific vendor in Q3. You start clicking through Downloads, the shared OneDrive, and three Outlook attachments folders. An hour later you're still not sure you got them all. Files exist. Finding them is the job.
Keep your books on your own machine
Sortio reads files on your Mac or PC. When it opens a vendor invoice to extract the amount and date, that read happens locally. In Offline mode with a local LLM (Ollama), or with Bring Your Own Key against your own provider account, the file content stays on your machine. Your OneDrive stays your OneDrive, your Dropbox stays your Dropbox.
By default Sortio uses our cloud (OpenAI) to plan the sort, which sends filenames and folder paths; invoice contents are sent only if you turn on a content-based feature like AI rename by content. For bookkeepers handling payroll and vendor banking details, run Sortio in Offline mode or BYOK and there is no Sortio-side cloud step where your client's financials pass through a third party.
Works with your stack
Sortio works on OneDrive, Dropbox, SharePoint, and local drives. It plays well with QuickBooks and Xero exports, files renamed by Sortio drop straight into your accounting workflow without remapping.
Audit trail
Every move is logged locally with the source path, destination, and the AI's confidence score. If an invoice lands in the wrong vendor folder, you can trace exactly what happened and undo it in one click.
Simple pricing
Most bookkeepers start with Pro. When the whole back office is ready to standardize vendor filing, Team adds shared rules and admin controls across seats.
Pro
For bookkeepers and admins
- Monthly AI allowance sized for heavy use
- Vendor & project routing
- AI sort: up to 5,000 files / run
- Auto-sort on file change
- Bring your own AI key: unmetered, no allowance used
- Usage shown as a simple percentage in Settings
- Unlimited file renaming
- Email support (48h)
Frequently asked questions
Vendor invoice organization, AP filing automation, payroll archives, and records retention for small business back offices.
Yes. Point Sortio at the folder where vendor invoices land (OneDrive, Dropbox, SharePoint, or a local drive) and it reads each PDF or scan, identifies the vendor, and routes the file to that vendor's folder. If a vendor folder does not exist yet, Sortio can create it. Bookkeepers at construction and trucking firms commonly run this on 3,000-plus file backlogs in a single sort.
Request a Demo
Tell us about your operation and we'll show you Sortio working on a real invoice backlog.