Route Files by Business Entity
Founders, holding-company owners, and side-hustle operators routinely juggle paperwork for several distinct entities, each with its own bank account, tax filing, and operating documents. When everything lands in the same Downloads or scanner folder, it is easy for an Acme invoice to slip into the Beta Retail pile, which causes real problems at tax time and during audits. This prompt routes every file into a folder named after the business entity that owns it, with a separate Personal folder for anything that is not business-related. Sortio inspects the filename and content of each document to determine which entity it belongs to, so the same scattered intake folder becomes a clean per-entity archive without manual triage.
On This Page
Prompts
Multi-Entity Routing with Personal Catch-All
Acme Holdings/ acme-articles-of-incorporation.pdf acme-bank-statement-march.pdf acme-q1-tax-estimate.pdf acme-payroll-march.pdf Beta Retail/ beta-pos-monthly-report.pdf beta-shopify-payouts-march.csv beta-merchant-services-statement.pdf beta-inventory-count-q1.xlsx Gamma Consulting/ gamma-client-contract-orion.pdf gamma-invoice-march-001.pdf gamma-1099-issued-2025.pdf gamma-operating-agreement.pdf Personal/ personal-credit-card-statement.pdf personal-tax-return-2025.pdf family-medical-receipt.pdf home-mortgage-statement.pdf
Per-Entity with Document-Type Subfolders
Acme Holdings/
Banking/
acme-bank-statement-march.pdf
Tax/
acme-q1-tax-estimate.pdf
acme-form-1120-2025.pdf
Legal/
acme-articles-of-incorporation.pdf
Payroll/
acme-payroll-march.pdf
Customer Records/
Vendor Invoices/
acme-it-services-invoice.pdf
Beta Retail/
Banking/
beta-checking-statement-march.pdf
Tax/
beta-sales-tax-march.pdf
Legal/
beta-llc-operating-agreement.pdf
Payroll/
Customer Records/
beta-customer-export.csv
Vendor Invoices/
beta-shopify-invoice.pdf
Gamma Consulting/
Banking/
gamma-bank-statement-march.pdf
Tax/
gamma-1099-issued-2025.pdf
Legal/
gamma-operating-agreement.pdf
Payroll/
Customer Records/
gamma-client-contract-orion.pdf
Vendor Invoices/
gamma-software-subscription.pdf
Personal/
Banking/
personal-checking-march.pdf
Tax/
personal-tax-return-2025.pdf
Legal/
personal-will.pdf
Payroll/Ambiguous Files into Review
Acme Holdings/ acme-bank-statement-march.pdf acme-payroll-march.pdf Beta Retail/ beta-shopify-payouts-march.csv Gamma Consulting/ gamma-invoice-march-001.pdf Personal/ personal-credit-card-statement.pdf Needs Review/ intercompany-loan-acme-to-gamma.pdf shared-services-agreement-all-entities.pdf scan-2026-04-02-untitled.pdf receipt-unidentified-merchant.jpg
Customization Tips
- List every entity with its exact legal name and any common abbreviations or DBAs so Sortio recognizes all the variations that appear in real documents.
- If one entity is the holding company and others are subsidiaries, mention the relationship so intercompany documents are filed predictably.
- Add an EIN or last-four-of-EIN hint to the prompt for entities with similar names ("Acme Holdings EIN ending 4421").
- For pass-through entities like S-corps or LLCs taxed as partnerships, add a K-1 routing rule so Schedule K-1s are filed under both the business and the owners Personal Tax folder.
- Combine this with the vendor invoice prompt: route vendor invoices into the correct business first, then apply per-vendor sub-routing inside each business.
Troubleshooting
Problem:
Files routinely land in the wrong entity because two businesses share a vendor or bank.
Solution:
Add tiebreaker rules to the prompt.
Steps:
- 1Specify which bank account belongs to which entity, for example "Chase account ending 4421 belongs to Acme Holdings".
- 2Specify entity-specific vendors when they exist.
- 3Re-run the sort.
Problem:
Personal documents are getting pulled into business folders.
Solution:
Tighten the Personal definition.
Steps:
- 1Add explicit personal markers to the prompt, for example "Anything addressed to me personally, anything related to my home, family, health, or personal credit cards belongs in Personal".
- 2Re-run the sort.
Problem:
A document genuinely belongs to two entities (intercompany agreement).
Solution:
Tell Sortio to duplicate or to use Needs Review.
Steps:
- 1Add "If a document references multiple entities, place a copy in each entity folder" or "If a document references multiple entities, move it to Needs Review".
- 2Re-run the sort.
Frequently Asked Questions
I have more than three businesses. Does this still work?
Yes. List every entity in the prompt, comma-separated, with their exact names. Sortio handles dozens of entities the same way it handles three.
Will this help me keep records audit-ready?
Clean per-entity separation is one of the most common audit asks. Pair this prompt with the vendor invoice prompt and a year-based archive and your business records will already be in a structure auditors expect.
What about my spouses business?
Add it as another entity in the list. The prompt has no special handling for ownership, so any number of related-party entities can coexist alongside your own.
Related Glossary Terms
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