New devices and appliances arrive with a stack of paper: a manual, a quick-start sheet, a warranty card, a receipt. Most of it ends up in a drawer, and when the washing machine shows an error code two years later, nobody can find any of it. A small PDF folder solves this, and the holiday season, when new things arrive, is the best time to start.
Download the manual instead of scanning it
Most manufacturers publish manuals as PDFs on their support sites. Search for the brand and the exact model number, which is usually on a sticker on the back or bottom of the product. A downloaded PDF is searchable and clearer than a scan.
If no download exists, scan the manual with your phone. See scanning documents with your phone.
Save the proof of purchase
Warranty claims almost always need proof of purchase showing the date and retailer. Save the order confirmation or receipt as a PDF at the time of purchase. See how to save order confirmations and receipts as PDFs.
For paper receipts, scan them straight away. Thermal receipts fade within months.
Save the warranty terms
Warranty terms differ by product and country, and many products carry both a manufacturer's warranty and statutory consumer rights. Save the warranty page from the manufacturer's site as a PDF, so you have the terms that applied when you bought it, not whatever the page says later.
Use a simple folder structure
One folder per product works well:
Home/
Washing machine - Brand Model 2026/
manual.pdf
receipt 2026-11-28.pdf
warranty terms.pdf
registration confirmation.pdf
Put the model number in the folder name. When you need support, it is the first thing they ask for.
Make scanned documents searchable
If you scanned paper manuals or receipts, run OCR so you can search inside them for an error code or a part number. Docento.app has an OCR tool that runs in the browser, and our guide on making a PDF searchable explains the process.
Note the expiry dates
Add a calendar reminder a month before each warranty expires. That is the moment to check the product for any fault worth claiming while it is still covered.
Back it up
A folder of manuals and warranties is only useful if it survives a lost laptop. Keep it in cloud storage you already use, or back it up with your other documents. See backing up your PDF archive.
When you sell or give away a product
Pass the manual PDF on with it. It is a nice touch, and it helps the next owner use the product safely. Remove the receipt first if it shows your personal details.
Takeaway
For every new product, download the manual, save the receipt and warranty terms as PDFs, and keep them together in a folder named with the model number. Add a reminder before the warranty ends. It takes five minutes per product and saves hours when something breaks.
