invoice-organizer

Invoice Organizer

This skill transforms chaotic folders of invoices, receipts, and financial documents into a clean, tax-ready filing system without manual effort.

When to Use This Skill

• Preparing for tax season and need organized records
• Managing business expenses across multiple vendors
• Organizing receipts from a messy folder or email downloads
• Setting up automated invoice filing for ongoing bookkeeping
• Archiving financial records by year or category
• Reconciling expenses for reimbursement
• Preparing documentation for accountants

What This Skill Does

1. Reads Invoice Content: Extracts information from PDFs, images, and documents:
2. Vendor/company name
3. Invoice number
4. Date
5. Amount
6. Product or service description
7. Payment method

1. Renames Files Consistently: Creates standardized filenames:
2. Format: YYYY-MM-DD Vendor - Invoice - ProductOrService.pdf
3. Examples: 2024-03-15 Adobe - Invoice - Creative Cloud.pdf

1. Organizes by Category: Sorts into logical folders:
2. By vendor
3. By expense category (software, office, travel, etc.)
4. By time period (year, quarter, month)
5. By tax category (deductible, personal, etc.)

1. Handles Multiple Formats: Works with:
2. PDF invoices
3. Scanned receipts (JPG, PNG)
4. Email attachments
5. Screenshots
6. Bank statements

1. Maintains Originals: Preserves original files while organizing copies

How to Use

Basic Usage

Navigate to your messy invoice folder:

cd ~/Desktop/receipts-to-sort

Then ask Claude Code:

Organize these invoices for taxes

Or more specifically:

Read all invoices in this folder, rename them to 
"YYYY-MM-DD Vendor - Invoice - Product.pdf" format, 
and organize them by vendor

Advanced Organization

Organize these invoices:
1. Extract date, vendor, and description from each file
2. Rename to standard format
3. Sort into folders by expense category (Software, Office, Travel, etc.)
4. Create a CSV spreadsheet with all invoice details for my accountant

Instructions

When a user requests invoice organization:

1. Scan the Folder

Identify all invoice files: ``bash # Find all invoice-related files find . -type f \( -name ".pdf" -o -name ".jpg" -o -name "*.png" \) -print ``

Report findings:

• Total number of files
• File types
• Date range (if discernible from names)
• Current organization (or lack thereof)

1. Extract Information from Each File

For each invoice, extract:

From PDF invoices:

• Use text extraction to read invoice content
• Look for common patterns:
• "Invoice Date:", "Date:", "Issued:"
• "Invoice #:", "Invoice Number:"
• Company name (usually at top)
• "Amount Due:", "Total:", "Amount:"
• "Description:", "Service:", "Product:"

From image receipts:

• Read visible text from images
• Identify vendor name (often at top)
• Look for date (common formats)
• Find total amount

Fallback for unclear files:

• Use filename clues
• Check file creation/modification date
• Flag for manual review if critical info missing

1. Determine Organization Strategy

Ask user preference if not specified:

```markdown I found [X] invoices from [date range].

How would you like them organized?

1. By Vendor (Adobe/, Amazon/, Stripe/, etc.)
2. By Category (Software/, Office Supplies/, Travel/, etc.)
3. By Date (2024/Q1/, 2024/Q2/, etc.)
4. By Tax Category (Deductible/, Personal/, etc.)
5. Custom (describe your structure)

Or I can use a default structure: Year/Category/Vendor ```

1. Create Standardized Filename

For each invoice, create a filename following this pattern:

`` YYYY-MM-DD Vendor - Invoice - Description.ext ``

Examples:

• 2024-03-15 Adobe - Invoice - Creative Cloud.pdf
• 2024-01-10 Amazon - Receipt - Office Supplies.pdf
• 2023-12-01 Stripe - Invoice - Monthly Payment Processing.pdf

Filename Best Practices:

• Remove special characters except hyphens
• Capitalize vendor names properly
• Keep descriptions concise but meaningful
• Use consistent date format (YYYY-MM-DD) for sorting
• Preserve original file extension

1. Execute Organization

Before moving files, show the plan:

```markdown # Organization Plan

## Proposed Structure `` Invoices/ ├── 2023/ │ ├── Software/ │ │ ├── Adobe/ │ │ └── Microsoft/ │ ├── Services/ │ └── Office/ └── 2024/ ├── Software/ ├── Services/ └── Office/ ``

## Sample Changes

Before: invoice_adobe_march.pdf After: 2024-03-15 Adobe - Invoice - Creative Cloud.pdf Location: Invoices/2024/Software/Adobe/

Before: IMG_2847.jpg After: 2024-02-10 Staples - Receipt - Office Supplies.jpg Location: Invoices/2024/Office/Staples/

Process [X] files? (yes/no) ```

After approval: ```bash # Create folder structure mkdir -p "Invoices/2024/Software/Adobe"

# Copy (don't move) to preserve originals cp "original.pdf" "Invoices/2024/Software/Adobe/2024-03-15 Adobe - Invoice - Creative Cloud.pdf"

# Or move if user prefers mv "original.pdf" "new/path/standardized-name.pdf" ```

1. Generate Summary Report

Create a CSV file with all invoice details:

``csv Date,Vendor,Invoice Number,Description,Amount,Category,File Path 2024-03-15,Adobe,INV-12345,Creative Cloud,52.99,Software,Invoices/2024/Software/Adobe/2024-03-15 Adobe - Invoice - Creative Cloud.pdf 2024-03-10,Amazon,123-4567890-1234567,Office Supplies,127.45,Office,Invoices/2024/Office/Amazon/2024-03-10 Amazon - Receipt - Office Supplies.pdf ... ``

This CSV is useful for:

• Importing into accounting software
• Sharing with accountants
• Expense tracking and reporting
• Tax preparation

1. Provide Completion Summary

```markdown # Organization Complete! 📊

## Summary

• Processed: [X] invoices
• Date range: [earliest] to [latest]
• Total amount: $[sum] (if amounts extracted)
• Vendors: [Y] unique vendors

## New Structure `` Invoices/ ├── 2024/ (45 files) │ ├── Software/ (23 files) │ ├── Services/ (12 files) │ └── Office/ (10 files) └── 2023/ (12 files) ``

## Files Created

• /Invoices/ - Organized invoices
• /Invoices/invoice-summary.csv - Spreadsheet for accounting
• /Invoices/originals/ - Original files (if copied)

## Files Needing Review [List any files where information couldn't be extracted completely]

## Next Steps

1. Review the invoice-summary.csv file
2. Check files in "Needs Review" folder
3. Import CSV into your accounting software
4. Set up auto-organization for future invoices

Ready for tax season! 🎉 ```

Examples

Example 1: Tax Preparation (From Martin Merschroth)

User: "I have a messy folder of invoices for taxes. Sort them and rename properly."

Process:

1. Scans folder: finds 147 PDFs and images
2. Reads each invoice to extract:
3. Date
4. Vendor name
5. Invoice number
6. Product/service description
7. Renames all files: YYYY-MM-DD Vendor - Invoice - Product.pdf
8. Organizes into: 2024/Software/, 2024/Travel/, etc.
9. Creates invoice-summary.csv for accountant
10. Result: Tax-ready organized invoices in minutes

Example 2: Monthly Expense Reconciliation

User: "Organize my business receipts from last month by category."

Output:

# March 2024 Receipts Organized

## By Category
- Software & Tools: $847.32 (12 invoices)
- Office Supplies: $234.18 (8 receipts)
- Travel & Meals: $1,456.90 (15 receipts)
- Professional Services: $2,500.00 (3 invoices)

Total: $5,038.40

All receipts re