Job site photo naming convention (with examples)
A good naming convention means anyone — you, your office, your client — can find the right photo from the file name alone, months later, without opening it.
Use Project_Date_Number, with the date as YYYYMMDD and a four-digit number: SmithKitchen_20261107_0012.jpg. Add a client, area or phase only if you actually search by it.
Five rules for photo file names
- Start with what you search by. For most crews that's the project or the client. The first part of the name decides how files group together in a folder.
- Write dates as YYYYMMDD.
20261107sorts correctly everywhere, and nobody wonders whether 07/11 means July or November. - Pad numbers with zeros.
0009,0010,0011stay in order. Without padding, 10 sorts before 2. - Pick one separator and stick to it. Underscores between parts, hyphens inside a part:
Smith-Kitchen_20261107_0012. - Skip special characters.
/ \ : ? * " < > |break on Windows, in email and in many upload forms.
The pattern that works for most jobs
SmithKitchen_20261107_0001.jpg
SmithKitchen_20261107_0002.jpg
SmithKitchen_20261108_0003.jpg
Why it works: every photo from one job groups together, the days are in order inside the group, and the number gives each photo a short ID you can say out loud — "check photo 3".
Keep the number running for the whole project rather than restarting each day. Then "photo 47" means exactly one image.
Examples by trade
| Who | Pattern | Example |
|---|---|---|
| General contractor / remodeler | Project_Date_Number | SmithKitchen_20261107_0012 |
| Multiple jobs for one client | Client_Project_Date_Number | Harbor-Props_Unit4B_20261107_0003 |
| Home / property inspector | Address_Date_Number | 1428-Elm-St_20261107_0031 |
| Roofer | Client_Date_Number | Rivera_20261107_0008 |
| Water / fire restoration | ClaimNo_Date_Time_Number | CLM48213_20261107_091402_0005 |
| Property manager | Building_Unit_Date_Number | Oakview_212_20261107_0002 |
| Before / after sets | Project_Date_Number, plus a note | BathRemodel_20261107_0001 |
Restoration and insurance work often adds the time (091402 = 09:14:02) because several visits can happen on the same day.
For before/after photos, resist putting "before" in the file name — you'll forget on half the photos. Keep the name consistent and mark before/after in a note or report caption instead.
Common mistakes
- Leaving IMG_4821. The default name tells you nothing once the photo leaves your phone.
- Describing the photo in the name.
leak under sink near pipe left side.jpgis long, inconsistent and hard to sort. Put descriptions in notes. - Mixing date formats. 11-7-26, 2026.11.07 and Nov7 in one folder won't sort.
- Different rules on different phones. Write the convention down and share it with the crew.
Apply it without typing
The hardest part of any convention is following it on a ladder with gloves on. In Shotfile you set the pattern once in Settings › File Naming using placeholders, and every photo is named by it:
| Placeholder | Becomes |
|---|---|
| {project} | The project name |
| {client} | The client on that project |
| {date} | Date taken, like 20261107 |
| {time} | Time taken, like 091402 |
| {number} | Photo number in the project, like 0012 |
Characters that break file names are replaced automatically, and the names are kept when you share, AirDrop or export a ZIP. More on renaming in how to rename photos on iPhone.
Shotfile: Rename Work Photos
Your naming convention, applied to every photo automatically. Free to try on iPhone.
Download on the App StoreFAQ
What is the best date format for photo file names?
Year, month, day with no separators, such as 20261107. Files then sort in date order everywhere, and there's no confusion between US and international date formats.
Should photo file names have spaces?
Avoid them where you can. Underscores or hyphens between parts keep names readable and work in every system, email client and web upload form.
How many digits should the photo number have?
Four is a safe default, such as 0001. Padding with zeros keeps photo 10 after photo 9 instead of after photo 1.