BARRY
FIG. 07Documents + Drive3 prompts · Updated September 1, 2026

Every file lands on the right job, named the right way.

Quotes, receipts, permits and photos end up in an inbox, a phone, and a folder called "New folder (3)". These three prompts give Barry your naming rules and folder structure so incoming files get renamed and filed under the right customer and job, new projects start with the same clean structure, and emailed attachments leave the inbox.

Where the hours (and the money) go today

  • Finding the signed quote for a job from last spring takes longer than the job took.
  • Every new project's folder is set up slightly differently, depending on who set it up.
  • Receipts stay in email until the month the accountant asks for them.

The prompts

Replace [brackets], choose a time, then text it to Barry.

18Organize incoming files

“On [schedule], check [inbox folder] for new files. Use our naming rules to rename and save each one under the right customer or job. Summarize what moved and flag items that need my input.”

Get:A drop folder that turns messy files into organized project records.

19Set up a new project folder

“Create a folder for [job or project] under [customer]. Copy our standard subfolders and templates, use our naming rules, and send me the folder link when it is ready.”

Get:Every new job starts with the same clean structure.

20File emailed attachments

“When I send a file or email attachment, identify the customer and job, rename it using our rules, and save it in the right project folder. Ask me to confirm the location when needed.”

Get:Quotes, receipts and forms leave the inbox and land on the job.

How much money you get back

Every hour you stop spending on this is money back in your pocket. Put in your own time and dollar figures and the worksheet shows what you make back per year — your numbers, not ours.

Money-back worksheet
Example numbers — change them to yours.

Filing, naming, and finding things again

Money you get back
$7,500
per year, on your numbers
+ 100 hrs of your time back
120 min × 1/wk × 50 wks ÷ 60 × $75/hr

Write your naming rules down once — "Customer / Job / YYYY-MM-DD Type" is enough — and Barry applies them every time.

Your inputs, your math — for documents + drive. Not a Barry result claim.

Setting it up with Barry

  1. Send the naming rule once

    "Customer / Job / Date / Type" is enough.

  2. One drop folder for everyone

    One zone beats five people filing five ways.

  3. Test with a few real emails

    Confirm the locations, then let it run.

Ready to try it?
Get started with Barry.Text it the first prompt today.
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Questions owners ask

Does Barry move files without asking?

The prompts ask Barry to confirm the location when it's unsure and to summarize what moved, so you always have a record. Tighten or loosen that as you build trust.

What are "our naming rules"?

Whatever you tell Barry they are. A simple pattern like "Customer - Job - Date - Document type" works. Consistency matters more than the exact format.

BARRY / hirebarry.com/cheatsheet — Field Guide 001, FIG. 07 Documents + Drive — latest version always at the link.

— Issued for construction —

Text these to Barry.

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