Group & Merge PDF by File Name – Batch Merge Claim Documents & Photos

Drop scanned documents, PDFs and photos in one go. Files whose names start with the same 3 characters are grouped automatically and merged into one A4 PDF per group – ideal for insurance surveyors, loss assessors and other professionals who prepare many case files at once. One group downloads as a PDF; several groups download as a ZIP.

Supports PDF & Images  •  Works in browser  •  100% private  •  No signup needed

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Files whose names start with the same 3 characters are grouped and merged automatically

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Group & Merge PDF by File Name — Built for Surveyors and Other Document-Heavy Professionals

ToolPlex Group & Merge turns a folder full of scanned documents and photos into one clean A4 PDF per case. Drop all the files in together, and the tool sorts them into groups by file name and merges each group separately — so a day's worth of claim files, client records or application forms is ready in a single pass instead of dozens of manual merges. It runs in your browser, so nothing is uploaded.

Why Insurance Surveyors and Loss Assessors Use Batch Merging

A motor claim file rarely arrives as one document. A typical survey produces a scanned RC copy, driving licence, policy copy, claim form, repair estimate or invoice, and several photographs — often saved as separate files. Many insurers and claim portals prefer these documents together, case by case. Merging each case by hand with an ordinary PDF merger means picking the right files again and again. With Group & Merge you name your scans once, drop everything in, and each case comes out as its own PDF.

How the Grouping Works: The First 3 Characters of the File Name

The tool compares the first three characters of every file name. Capital letters are ignored, and a trailing copy number such as (1) is ignored. Files that share those three characters go into the same group, and each group becomes one PDF.

  • 101_RC.jpg, 101_DL.pdf, 101_Policy.pdf and 101_Photo1.jpg → one group (“101”) → one PDF
  • 102_RC.jpg and 102_Estimate.pdf → a second group → a second PDF
  • One group downloads directly as a PDF; two or more groups download together as one ZIP with a PDF per group

A Simple Naming Convention for Scanned Case Files

Because grouping depends on the start of the file name, a short naming habit gives perfect results:

  • Start every file with a unique 3-character case code — a serial such as 101, 102, 103, or a short code like A01, A02 — then an underscore and the document type.
  • Avoid starting names with text that many cases share, such as a vehicle-number prefix (MH1…, DL1…). Different vehicles that begin with the same three characters would land in one group.
  • Phone photos named IMG_… or DSC_… all share the same first three characters, so rename them with the case code first.
  • Add the main document of each case first. The merged PDF takes its name from the first file in the group, followed by _toolplex.pdf.
  • If a scan ends up in the wrong group, drag it to the right group in the preview before merging.

How to Group & Merge Case Documents in 4 Steps

1

Name Your Scans

Start each file name with a unique 3-character case code

2

Add Files

Drop all PDFs and photos in together, from every case

3

Check Groups

Review the live groups, reorder files or move one to another group

4

Merge & Download

1 group → a PDF. Several groups → one ZIP with a PDF per case

Other Professionals Who Save Time with Group & Merge

  • Property valuers and field engineers — combine each site report with its site photographs.
  • Workshops and dealers — keep the repair estimate, invoice and damage photos of every vehicle in one file.
  • Advocates and legal assistants — assemble a separate document bundle for each case.
  • Accountants and tax consultants — merge each client's scanned papers into one PDF.
  • HR and admin teams — prepare a joining-documents file for each employee.
  • Colleges, schools and loan or KYC processing teams — build one document set per applicant or customer.

Key Features

  • Groups files automatically by the first 3 characters of the file name
  • Mixes PDFs and photos (JPG, PNG, WEBP and other common image formats) in the same group
  • Drag files to reorder them inside a group or move them to another group
  • Every output page is A4 portrait; other page sizes are scaled to fit without distortion
  • One group downloads as a PDF; several groups download as one ZIP
  • No signup, no watermark and no fixed limit on files
  • Works in desktop, tablet and mobile browsers
  • Your files never leave your device

Group & Merge vs a Normal PDF Merger

Use this tool when you have many cases to process at once and want one PDF per case. If you only need a single combined PDF from a handful of files, the Merge PDF & Image tool or the PDF Merger is quicker. After merging, the PDF Compressor helps you meet a portal's upload-size limit, and the PDF Page Numbering Tool and PDF Watermark Tool finish the file. For survey photographs, the Photo Date & Time Stamper adds a date to each image before you merge.

Private by Design: Claim Documents Stay on Your Device

Claim papers, identity documents and client records are confidential. ToolPlex merges them entirely inside your browser using pdf-lib, PDF.js and JSZip, so there is no upload, no server copy and no account. Close the tab and nothing is kept.

Explore Our Other Tools

Looking for more free online tools? Explore our growing collection designed to simplify your everyday work. Whether you need to manage PDF documents, edit images, prepare insurance claim reports, or create professional business documents, ToolPlex has everything you need in one place.

Work with PDF files effortlessly by using our Image to PDF Converter, PDF to Image Converter, PDF Compressor, PDF Merger, PDF Splitter, Rearrange PDF Pages, Remove PDF Pages, Text Extractor, PDF to DOCX Converter, DOCX to PDF Converter, PDF Page Numbering Tool, PDF Lock & Unlock Tool, Signature Maker, and PDF Watermark Tool.

Need to edit or convert images? Try our JPEG Compressor, Merge PDF & Image Tool, Image Resizer, Photo Date & Time Stamper, Passport Size Photo Maker, WEBP to Image Converter, Image to WEBP Converter, HEIC to JPG Converter, PNG to JPG Converter, and JPG to PNG Converter.

If you're an Insurance Surveyor, Loss Assessor, Motor Dealer, Workshop, Insurance Professional or Vehicle Owner, our specialized claim assessment tools can save valuable time. Calculate vehicle depreciation using the Vehicle Depreciation Calculator, create a Complete Survey Report, convert dealer estimates with the Maruti, Hyundai, and TATA Estimate Converters, prepare accurate assessments using the Motor Claim Assessment Tool, estimate claim liability with the Quick Claim Calculator, organize multiple claim documents using Group & Merge Files by Name, and clearly highlight damaged vehicle parts with the Image Marking Tool.

For businesses, shop owners, freelancers and service providers, create professional documents in just a few clicks using our Invoice Generator, Estimate Generator, and Payment Receipt Generator. They're perfect for generating clean, printable documents without any software installation.

Frequently Asked Questions

How do I merge the documents of many claims into separate PDFs in one go? ▼
Add every scanned file (PDFs and photos) at once. The tool groups files whose names begin with the same first three characters and merges each group into its own A4 PDF. With one group you get a PDF; with several groups you get one ZIP containing a PDF per group. Start each file name with a unique 3-character case code (for example 101_RC.jpg, 101_DL.pdf, 102_RC.jpg) so every claim ends up in its own group.
Does the tool group by the full file name or only the first characters? ▼
It uses the first three characters of the file name. Capital letters are ignored, and a trailing copy number such as (1) is ignored. So 101_RC.jpg, 101-Policy.pdf and 101 photo.png all land in the same group. The rest of each name can be anything.
What happens if two claims have file names that start with the same three characters? ▼
They are placed in the same group and merged into one PDF. This is easy to hit with vehicle registration numbers that start alike (such as MH1…) or with phone photos named IMG_… or DSC_…. Avoid it by starting each file name with a unique 3-character case code. If a file does land in the wrong group, use the drag handle on its row to move it to the right group before merging.
What will the merged PDF be called? ▼
The merged PDF is named after the first file in the group (without its extension and without a trailing copy number), followed by _toolplex.pdf. For example, if the first file is 101_Claim_Form.pdf, the output is 101_Claim_Form_toolplex.pdf. Add the main document of each case first if you want a particular name. When there are several groups, all the PDFs are bundled into one ZIP.
Can I combine scanned documents and photos of the same case in one PDF? ▼
Yes. PDFs and images (JPG, PNG, WEBP and other common image formats) can be mixed inside a group. Files are merged in the order shown in the group, and you can reorder them with the drag handle. Photos are converted to JPEG and placed on A4 pages without being stretched.
What page size does the merged PDF have? ▼
Every page is A4 portrait. PDF pages that are already A4 are copied unchanged. Other sizes, such as letter, legal, landscape scans and photos, are scaled to fit inside the A4 page and centred, keeping their original proportions.
My insurer portal limits the upload size. How can I reduce the size of the merged PDF? ▼
The tool does not compress files. Photos are limited to 4096 pixels on the longest side and saved as high-quality JPEG. To make the merged PDF smaller, run it through the ToolPlex Compress PDF tool afterwards, or reduce large photos first with the Image Resizer or Compress Image tool.
Are my claim and client documents uploaded anywhere? ▼
No. Everything is processed inside your browser using pdf-lib, PDF.js and JSZip, so your files never leave your device. There is no signup and no watermark. Always follow your organisation's own data-handling rules for confidential documents.
How many files can I merge at once? ▼
The tool has no fixed limit on the number of files or groups. Very large batches depend on your device's memory and speed, so if the browser slows down, split the batch into two or three runs.