DEFINITION
A folder whose contents follow a rule you set, like “invoices over €500 that are overdue”. You choose from sixteen criteria, such as type, amount, due date or organization, and combine them with AND or OR. Dates can be relative (“last 30 days”, “overdue”), and you can also describe the rule to the AI in a sentence. You get three smart folders on the Free plan, with no limit on Pro.
A rule instead of a place
A regular folder holds what you put in it. A smart folder works the other way round: you describe what belongs there, and every matching document shows up, including the ones that arrive later. Because it’s a rule rather than a place, one invoice can match several smart folders at once, such as “Suppliers 2026” and “Due in 30 days”.
Building the rule
You pick from sixteen fields, including type, title, content, amount, date, due date, status, format, source, currency, tag, organization and person, and combine conditions with AND or OR. Dates can be relative, such as the last 30 days, overdue, or the next 7 or 30 days, so the folder stays current without you touching it.
For example, “Due in 30 days” can combine three conditions: the due date is within the next 30 days, AND the type is Invoice, Contract or Insurance, AND the status is not Archived. If you’d rather, describe it in a sentence, such as “invoices and contracts I need to pay or renew this month”, and the AI writes the rule.
Smart folders and automations
Smart folders take care of sorting, which is why automations don’t move documents around. You get three smart folders on the Free plan, and as many as you like on Pro.
Frequently asked questions
How many smart folders can I create in Clivio?
Three on the Free plan, and as many as you like on Pro, which costs €14.90 a month or €149 a year.
Can a smart folder use relative dates?
Yes. Conditions such as the last 30 days, overdue, or the next 7 or 30 days update by themselves, so a folder like “Due in 30 days” always shows the right documents.