If you're an IT consultant setting up a small accounting or law firm, or an office manager tired of every staff member inventing their own filing system, this guide is for you. It covers exactly how to deploy RenameIQ Pro across multiple Windows workstations so your entire team automatically renames documents the same way — with zero ongoing maintenance.
Step 1: Understand the Licensing Model
A single RenameIQ Pro lifetime license ($39.99) covers up to 3 workstations. For a 3-person firm, one purchase is sufficient. For larger teams:
| Team Size | Licenses Needed | Total Cost | Per Seat |
|---|---|---|---|
| 1–3 staff | 1 | $39.99 | $13.33 |
| 4–6 staff | 2 | $79.98 | $13.33 |
| 7–10 staff | 3 | $119.97 | $13.33 |
All licenses are lifetime — no annual renewal. Compare this to per-seat enterprise document management platforms at $99+/user/year.
Step 2: Installation on Each Workstation
RenameIQ installs via a standard Windows installer (RenameIQ_Installer.exe). System requirements per machine:
- Windows 10 or 11 (64-bit)
- 8 GB RAM minimum (16 GB recommended for parallel batch processing)
- 4 GB available disk space (for AI model storage)
- NVIDIA GPU optional but recommended for speed on large batches
The first launch initializes the AI models (~10–20 seconds). After that, the app opens in under 3 seconds. No internet connection is required at any point — deploy freely on air-gapped networks.
Step 3: Configure the Shared Inbox Folder
The most powerful team workflow uses a single shared network folder as a document "inbox." All staff dump their unorganized PDFs here, and one designated workstation runs Auto-Pilot to process them continuously.
- On your file server or NAS, create:
\\server\Shared\DocInbox\ - On the designated processing PC, open RenameIQ → Developer → Auto-Pilot
- Set the Watch Folder to
\\server\Shared\DocInbox\ - Set the Output Folder to
\\server\Shared\ProcessedDocs\ - Enable Auto-Execute in Settings so renames happen without manual confirmation
- Minimize to system tray and leave running
Every PDF any staff member drops in the Inbox is automatically named and moved to the ProcessedDocs folder — typically within 5–10 seconds of arrival.
🏢 Set Up Your Team's Document Automation
50 free renames to test with your firm's actual documents. One-time purchase, 3 workstations included.
Get RenameIQ Pro →Step 4: Standardize Naming Conventions Firm-Wide
The most common problem in small firms is every staff member naming files differently. RenameIQ solves this at the software level. Configure once, replicate everywhere:
- On the first workstation, open Settings and configure your naming format:
Format: YYYY-MM-DD - [Vendor] - [DocType] - [RefID] - Locate the settings file (typically in
%AppData%\RenameIQ\) - Copy the settings file to other machines — they inherit the exact same configuration
Now every staff member using RenameIQ will produce identically structured file names, regardless of which PC they're on. This means your folder structure stays clean, your document search works instantly, and your audit trail is consistent. Learn how to set up batch renaming in Windows 11 for more bulk file management context.
Frequently Asked Questions
How many PCs can one RenameIQ Pro license cover?
A single RenameIQ Pro lifetime license covers up to 3 workstations. For firms needing more seats, additional licenses are $39.99 each, giving a 10-seat firm a total cost of ~$133 — far less than enterprise alternatives.
Can RenameIQ watch a shared network folder for the whole team?
Yes. Auto-Pilot can monitor any path the PC has access to, including mapped network drives and UNC paths. It processes every PDF that arrives automatically, even when minimized.
Does RenameIQ need internet access to function?
No. RenameIQ Pro runs entirely offline. The AI models and OCR engine run on the local machine. No internet connection is required, making it suitable for air-gapped or high-security network environments.
How do you standardize naming conventions across a team?
Configure one workstation with your firm's naming convention, then copy the settings file to other machines. All team members then apply the same format automatically — no manual coordination needed.
Ready to Deploy?
For IT consultants setting up efficient small firms, RenameIQ Pro is one of the highest-ROI tools you can add to a standard Windows deployment. One purchase, three machines, zero ongoing subscription, and instant elimination of the manual document renaming tax that plagues every accounting, legal, and logistics firm. Start with the free 50-file trial on the first machine before purchasing.