Balance sheets often arrive in inconsistent formats and filenames. Brokers may label files generically (“Q2.docx,” “BS_final,” or “Statement.pdf”), leaving funders and underwriters guessing which document belongs to which merchant or deal.
This slows the underwriting process, creates confusion, and increases the risk of misfiling.
Heron automates the renaming of balance sheets to bring order and consistency to intake workflows. The system detects the document type, extracts identifying details such as merchant name, date, and program, and renames the file according to predefined conventions.
Each renamed file follows a standardized pattern that aligns with CRM records and audit logs.
By introducing consistent file naming at scale, Heron makes balance sheets easy to find, compare, and trace, helping MCA brokers and funders save time and avoid operational errors.
Use Cases
- Standardize broker submissions: Heron renames incoming balance sheets from mixed broker uploads into a consistent format like MerchantName_BalanceSheet_2025Q1.pdf.
- Align filenames with CRM records: Each renamed document mirrors the merchant or deal ID stored in the CRM, improving searchability.
- Prevent duplicate confusion: Files with identical original names are renamed uniquely with timestamps and identifiers.
- Enhance audit visibility: Consistent naming helps auditors and managers verify document lineage quickly.
- Simplify multi-program operations: When funders handle multiple programs, renaming makes sure each balance sheet routes correctly.
- Improve broker communication: Brokers receive confirmation emails with renamed file summaries for easy reference.
These use cases remove the burden of manually organizing submissions, ensuring that balance sheets stay traceable and ready for underwriting.
Operational Impact
Renaming automation directly improves efficiency, compliance, and collaboration.
- Reduced manual work: Teams no longer waste time renaming or sorting files.
- Improved accuracy: Automated naming eliminates human typos and mislabeling.
- Stronger version control: Each filename includes date and merchant identifiers, avoiding overwrites.
- Simplified auditing: Standard naming conventions allow quick verification of completeness.
- Faster collaboration: Underwriters and processors can instantly locate the right version of every balance sheet.
These operational gains accumulate over time, driving faster underwriting and stronger data governance.
Renaming Logic and Structure
Heron’s renaming engine follows structured, rule-based logic for each document type.
- Detection: The system identifies the document as a balance sheet using content and layout signals.
- Metadata extraction: Heron reads key details such as merchant name, broker ID, and date range.
- Rule application: Predefined naming conventions determine how the filename should appear, such as BrokerName_Merchant_BalanceSheet_MonthYear.pdf.
- Collision avoidance: If a file with the same name already exists, Heron appends a unique timestamp or sequence number.
- CRM synchronization: The renamed file name is linked to the CRM record and stored under the correct merchant profile.
- Logging: Every rename action is recorded with a timestamp and user attribution for audit tracking.
This structured approach guarantees reliable naming across thousands of daily submissions.
Governance and Compliance
Heron’s renaming automation also supports compliance and data traceability.
- Audit-friendly conventions: All filenames follow a consistent schema for easy tracing.
- Access control: Only authorized team members can adjust renaming rules or revert changes.
- Version control: Each renaming action preserves file history, making it easy to review prior versions.
- Error handling: If metadata is missing or inconsistent, Heron flags the file and holds it for review.
- Encryption and logging: Every renamed file remains encrypted, and rename actions are logged in immutable audit records.
- SOC 2-aligned processes: Naming workflows adhere to security and integrity standards required by financial institutions.
This governance layer ensures that automation enhances transparency and control, not risk.
Integration and Customization
Heron’s renaming feature integrates seamlessly into existing intake workflows.
- Shared inbox support: Files arriving in underwriting inboxes are renamed automatically upon intake.
- Portal uploads: When brokers upload balance sheets, renaming occurs instantly before the document is processed further.
- CRM compatibility: Renamed files sync with CRM naming fields and attach to the correct merchant records.
- Custom templates: Teams can define their own naming formats, adding elements like program name, submission ID, or reporting quarter.
- Notifications: Confirmation alerts notify teams or brokers once renaming is complete.
- Scalability: The same logic handles thousands of files daily across multiple brokers or funding programs.
Customizable rules make it easy for each organization to align Heron’s renaming with internal systems and audit needs.
Reporting and Analytics
Renaming data can be analyzed to measure automation success and workflow reliability.
- File volume tracking: Track how many balance sheets are renamed daily or weekly.
- Accuracy reporting: Identify and correct recurring metadata extraction issues.
- Exception analytics: Review files that failed to rename automatically and why.
- Audit statistics: Report on how often renamed files are accessed, reviewed, or updated.
- Time savings metrics: Estimate hours saved per week through renaming automation.
- Program insights: Identify which brokers send the most incomplete or misnamed submissions.
These reports help operations leaders continuously refine workflow performance.
Implementation Best Practices
To get the most out of Heron’s renaming automation, teams should standardize a few key practices.
- Define naming conventions early: Align on a consistent structure that fits both CRM and audit requirements.
- Review the first batch: Audit early renamed files to verify correct merchant names and formats.
- Configure broker-specific rules: Some brokers use unique naming or submission styles; create exceptions as needed.
- Maintain field mapping consistency: Keep CRM field labels and file naming elements synchronized.
- Establish alerting: Set up notifications for rename errors or metadata gaps.
- Document and train: Make sure all team members understand the file naming logic and where to find renamed documents.
Following these practices helps funders scale automation with confidence and minimal manual oversight.
Benefits of Using Heron for Renaming Balance Sheets
- Speed: Instantly applies standard file names upon intake.
- Accuracy: Ensures consistent, readable naming without human input.
- Traceability: Links every file name to a CRM record and timestamp.
- Scalability: Handles large intake volumes effortlessly.
- Audit readiness: Guarantees a predictable file structure across all submissions.
Heron’s renaming automation transforms unorganized submissions into clearly structured records, saving time and preventing costly errors.
FAQs About Rename for Balance Sheets
How does Heron decide how to rename a balance sheet?
Heron extracts key metadata from each file, such as merchant name, broker ID, and date range, and applies organization-specific naming rules defined during setup.
What happens if the file already has a similar name?
If a duplicate name exists, Heron automatically appends a timestamp or sequence number to prevent overwriting and preserve version history.
Can we customize our own naming convention?
Yes. Teams can configure Heron to use preferred structures, such as Merchant_BalanceSheet_Quarter.pdf, or include additional identifiers like broker or program names.
How does renaming improve operational efficiency?
By keeping filenames uniform and linked to CRM records, Heron reduces search time, minimizes misfiling, and ensures documents can be retrieved instantly by anyone.
Does renaming support compliance or audits?
Yes. Every rename action is logged with before-and-after filenames, timestamps, and user details, providing a complete audit trail.
