Guide
How to keep each client's documents separate at the firm and query just one
One folder (or one workspace) per client and period for an accounting firm's CFDI, bank statements and scans in Mexico, and the AI that lets you ask just that client and share it with them.
Published September 1, 2026 · Updated September 1, 2026
The short answer
To keep each client's documents separate at an accounting firm in Mexico, the rule is one folder (or one workspace) per client and, inside it, one per period: that's where their CFDI in XML, their bank statements in PDF and whatever arrives scanned go. With that, you can already search a single client without another one leaking in.
And yes, there is an AI that lets you ask only about that client and that period, and share that workspace with them or with your assistant: Wurz, made in Mexico, with the files in your own Drive.
The problem
Everything in one pile
A firm's documents tend to live in one of two ways. The first is one huge folder in Drive or on the desktop, with files called "invoice (3).pdf" and "stmt march.pdf", where client A's bank statements sit next to client B's XML. The second is a ChatGPT chat you paste documents into as you need them, which by the third conversation no longer knows whose is whose.
Both fail for the same reason: there's no boundary between clients. When you ask "how much rent did they pay in March?", the answer can come from the wrong client, and you don't find out until the figure is in a working paper. With thirty clients and thousands of documents a year, that mistake shows up sooner or later. And fixing it costs you an evening.
The chat option has one more problem: these are third-party documents, and uploading them to a public chat has consequences we already explain in the guide Is it safe to upload your clients' information to ChatGPT?. Here we stick to the ordering.
With or without Wurz
How to organize by client and period
If your Drive is already ordered by client, skip this section. If not, this works with what you already have, Google Drive, OneDrive or a shared folder at the firm. The structure that breaks least over time is this:
Clients/
Comercializadora Norte SA de CV (RFC)/
2026/
01 January/
CFDI issued/
CFDI received/
Bank statements/
Other (contracts, receipts, scans)/
02 February/
...
Panadería La Espiga (RFC)/
2026/
...Three rules so it holds
- 01
The client is the root folder, not the document type
If you start with "Bank statements / Invoices / Contracts" and put the clients inside, every lookup makes you open three folders. The other way round, a client is a single folder you can share whole.
- 02
The period gets a number in front
"01 January", "02 February": that way alphabetical order matches the calendar.
- 03
Scans go with everything else
Not in a separate "pending" folder. A bank statement that arrived over WhatsApp as a photo is still March's bank statement; set it aside and it gets lost.
With this structure, Drive's search already lets you narrow a search to one folder, and the methods in the guide how to search inside several PDFs at once work per client. The limit is the usual one: you search exact words, scans can't be searched without OCR, and sharing the folder with the client means sharing all of it, without being able to tell them "you can ask here".
Segment and share
What Wurz does with that structure
Wurz takes that same separation and turns it into workspaces. A workspace is one client and one period, with everything that came in that month; if something arrives scanned, Wurz runs OCR on it on arrival. Inside it you ask in plain language, "which March invoices are still missing their payment receipt?", and it answers with the exact citation, which document and which excerpt, so you check it yourself against the original. Whatever sits in another client's workspace doesn't exist for that conversation.
The second thing is what no folder does: sharing the workspace with permissions. There are four roles, read-only, upload-and-organize, team admin, and workspace owner. You can invite your assistant to upload the month's documents, and the client to come in and ask about their own. The client sees nobody else and can't delete anything. Whoever comes in only to read and ask doesn't count toward the plan.
And Wurz doesn't keep your files. They stay in your Drive, OneDrive or Dropbox, inside a folder Wurz creates there; they aren't uploaded to ChatGPT or any public chat. Wurz keeps summaries and references, not the file. We explain it in full in how it works.
Examples
Five questions you'd ask a single client
With one client's workspace open, these are real month-end questions:
- «Which CFDI received in March don't show as paid in the bank statement?»
- «Give me every rent invoice from the first quarter with its UUID.»
- «How much do bank fee charges add up to from January to March?»
- «Is there any supplier we invoiced more than once for the same item?»
- «Which document shows the $48,500 deposit from February 14?»
The judgment stays yours: Wurz doesn't interpret the law or file returns.
Common questions
What people ask most about this
Can I share the workspace with my client?
Yes. You invite them to their company's workspace with the read-only role and they come in to ask about their own documents. They don't see your other clients and can't upload or delete anything. If you want them to upload too, give them the upload-and-organize role.
Do my files get uploaded to ChatGPT?
No. The originals live in your Drive, OneDrive or Dropbox, in a folder Wurz creates there. Wurz keeps summaries and references so it can answer and cite, not a copy of the file. Which provider reads those excerpts, and from where, is written by name in the privacy notice and on the security page.
Does it work if my documents are scans or phone photos?
Yes, as long as they're PDFs. Wurz runs OCR on them when they arrive, so a scanned bank statement can be queried just like a digital one. Loose photos (JPG) we don't claim yet, because we haven't tested them thoroughly.
How much does one workspace per client cost?
The free plan asks for no card: one person uploads files, the whole team can come in to read and ask, and Wurz reads up to 22 documents a month. Paid plans start at $349 MXN a month, VAT included. What changes between plans is how many people upload and how many documents and questions you process; the breakdown is on the pricing page.
Do I have to reorganize my whole Drive before starting?
No. You can start with one client and one period, the one you're closing this week, and leave the rest as it is. The folder structure in this guide covers whatever stays outside Wurz.
To start
Start with one client
Open a workspace for the client you're closing this week, upload their CFDI and the month's bank statement, and ask the first question on the list. If the citation convinces you, invite your assistant.
Try it with your real documents
Upload a handful of receipts from your most demanding client and ask the question that normally takes you half an hour. That's how you'll know if it's worth it.
No credit card. Nothing to install.