Willing to Pay for Help

I know what I want to accomplish, but I am unsure as to the best way of accomplishing it. Here it is in a nutshell:

1. I scan a document, or create a .pdf
2. The document is then named based on what is in the document (this I think I have accomplished) (e.g. 2013-08-06 | DC | Notice of Trial Date.pdf)
3. The document is then placed in the proper client folder, or subfolder, based on what the document is. (e.g. Client Portal/Athen, Scott Carl/CASE NUMBER/Court Notices/)
4. The entire /CASE NUMBER/ folder is then copied to another folder /Active Files/SHORT CASE NAME/ (or the other way around).

I think I can explain it better on the telephone, or better yet with a screen-share.

I figured out how to Sync my folders. Now I just need to set rules to put documents in proper sub-folders for each file (the subfolder structure will be the same for each client file).

How do you expect to correlate between the document and which client it belongs to? Based on something in the name? The contents?