Client folders and subfolder rules

Tax software organises documents by its own folder structure. Capture maps that structure onto your LedgerOS clients and folders, once, and then it just works.

Where to find it

Mapping folders to clients

The agent finds the client folders inside your watched source and offers a Suggested client for each, with a Match quality:

• Exact name — the folder name matches a client cleanly. Confirm and move on.
• Close — review — probably right, worth a glance. This is where Henderson Ltd against Henderson Limited lands.
• No match — nothing found. Pick the client by hand, or leave it if the folder isn't a client at all.

Work the Close — review rows carefully and the Exact name rows quickly. When there's nothing left you'll see No folders waiting to be mapped.

Naming affects matching

The closer your client display names are to your tax software's folder names, the more folders come back as Exact name.

If you're about to do a large mapping pass, it's worth checking your naming convention first. Two hundred exact matches you click through beats two hundred close matches you have to read.

Subfolder rules

Tax software puts different things in different subfolders. Subfolder rules tell capture what each one means.

Each rule reads: When the subfolder is… → File into LedgerOS folder → Read tax year.

So a subfolder called Returns files into your returns folder, Source Docs files into source documents, and so on. Rules apply across every client folder in that source, so you write them once rather than per client.

Rules are ordered and can be moved up and down. The first matching rule wins, so put specific rules above general ones.

Read tax year

Toggling Read tax year on a rule tells capture to take the year from the subfolder name.

This is what makes a folder structure organised by year file correctly without anyone tagging documents by hand. A subfolder named 2024 files that year's documents against 2024, and next year's against 2025, with no change to your setup.

Turn it on for any subfolder level that carries a year. Leave it off where the folder name is a document type rather than a period.

Formats and set templates

A source can carry a Format and a Set template, which is how capture knows what kind of output it's looking at and what to do with it.

Applies to all sources settings sit above the individual sources, so anything true firm-wide is set once.

Checking it works

After setup, put one document through and watch where it lands.

The specific things to verify:

• It attached to the right client
• It landed in the right LedgerOS folder
• The tax year is right

Getting all three right on one document means the rules are correct, and the next four thousand will behave the same way. Getting the year wrong on one means every document from that subfolder will be wrong, which is much cheaper to find now.

Notes and limits

• Rules are per source. Two sources can have different structures.
• An unmapped client folder is skipped rather than guessed at.
• Changing a rule affects future captures, not documents already filed.
• Import history shows what was captured and where it went.