home / skills / eyadsibai / ltk / invoice-organizer

invoice-organizer skill

/plugins/ltk-product/skills/invoice-organizer

This skill automatically organizes invoices and receipts for tax prep and bookkeeping by extracting data, renaming files, and generating summaries.

npx playbooks add skill eyadsibai/ltk --skill invoice-organizer

Review the files below or copy the command above to add this skill to your agents.

Files (1)

SKILL.md

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---
name: invoice-organizer
description: Use when "organizing invoices", "sorting receipts", "tax preparation", "expense tracking", or asking about "invoice renaming", "financial documents", "bookkeeping automation"
version: 1.0.0
---

<!-- Adapted from: awesome-claude-skills/invoice-organizer -->

# Invoice Organizer Guide

Automatically organize invoices and receipts for tax preparation and bookkeeping.

## When to Use

- Preparing for tax season
- Managing business expenses
- Organizing messy receipt folders
- Setting up invoice filing systems
- Archiving financial records
- Preparing documentation for accountants

## Workflow

1. **Scan** - Identify all invoice files
2. **Extract** - Read key information from each
3. **Rename** - Apply consistent naming format
4. **Organize** - Sort into logical folders
5. **Report** - Generate CSV summary

## Information Extraction

From each invoice, extract:

- Vendor/company name
- Invoice number
- Date
- Amount
- Product/service description
- Payment method

## Naming Convention

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

Examples:

- `2024-03-15 Adobe - Invoice - Creative Cloud.pdf`
- `2024-01-10 Amazon - Receipt - Office Supplies.pdf`

## Organization Patterns

### By Vendor

```
Invoices/
├── Adobe/
├── Amazon/
├── Google/
└── Microsoft/
```

### By Year and Category (Tax-Friendly)

```
Invoices/
├── 2024/
│   ├── Software/
│   ├── Hardware/
│   ├── Services/
│   └── Travel/
└── 2023/
```

### By Quarter

```
Invoices/
├── 2024/
│   ├── Q1/
│   ├── Q2/
│   ├── Q3/
│   └── Q4/
```

### By Tax Category

```
Invoices/
├── Deductible/
├── Partially-Deductible/
└── Personal/
```

## Commands

```bash
# Find all invoices
find . -type f \( -name "*.pdf" -o -name "*.jpg" -o -name "*.png" \) -print

# Create folder structure
mkdir -p "Invoices/2024/Software/Adobe"

# Copy with new name (preserve original)
cp "original.pdf" "Invoices/2024/Software/Adobe/2024-03-15 Adobe - Invoice - Creative Cloud.pdf"
```

## CSV Export Format

```csv
Date,Vendor,Invoice Number,Description,Amount,Category,File Path
2024-03-15,Adobe,INV-12345,Creative Cloud,52.99,Software,path/to/file.pdf
```

Useful for:

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

## Handling Special Cases

### Missing Information

- Flag file for manual review
- Use file modification date as fallback
- Create "Needs-Review/" folder

### Duplicate Invoices

- Compare file hashes
- Keep highest quality version
- Note duplicates in summary

### Multiple Formats

Works with:

- PDF invoices
- Scanned receipts (JPG, PNG)
- Email attachments
- Screenshots
- Bank statements

## Best Practices

- Backup originals before reorganizing
- Use consistent date format (YYYY-MM-DD)
- Organize monthly, not annually
- Keep receipts 7 years (audit period)
- Tag by deductibility for taxes

Overview

This skill automatically organizes invoices and receipts to speed up bookkeeping, expense tracking, and tax preparation. It extracts key metadata, applies a consistent naming convention, sorts files into logical folders, and generates a CSV summary for accounting tools. Use it to reduce manual filing and prepare clean documentation for accountants.

How this skill works

The skill scans a directory for invoice and receipt files (PDF, JPG, PNG and common attachments), then extracts vendor, date, invoice number, amount, and description using OCR and metadata parsing. It renames files to a consistent YYYY-MM-DD Vendor - Invoice - Description.ext format, sorts them into chosen folder patterns (by vendor, year/category, quarter, or tax category), and exports a CSV summary that captures Date, Vendor, Invoice Number, Description, Amount, Category, and File Path. Files with missing or conflicting data are flagged into a review folder and duplicates are detected by file hashes.

When to use it

Preparing documents for tax season or an accountant review
Cleaning up messy receipt and invoice folders
Setting up a consistent filing system for ongoing bookkeeping
Tracking business expenses for reimbursement or reporting
Archiving financial records for audit readiness

Best practices

Back up originals before renaming or moving files
Use ISO date format (YYYY-MM-DD) for consistent sorting and compatibility
Organize monthly and tag by deductibility for tax-friendly records
Flag and review files missing key metadata instead of auto-filling uncertain values
Keep a summary CSV export to import into accounting software or hand to an accountant

Example use cases

Batch-process a downloads folder of receipts and invoices into year/category folders for tax prep
Rename and copy emailed PDF invoices into vendor-specific directories for vendor reconciliations
Generate a CSV of all Q1 expenses to import into bookkeeping software
Create a Needs-Review folder for scanned receipts missing dates or amounts before filing
Detect and remove duplicate invoice files while preserving the best-quality copy

FAQ

What file types are supported?

PDF, scanned images (JPG, PNG), common email attachments and screenshots are supported; OCR is used for text extraction from images.

What happens if an invoice is missing a date or vendor?

The file is moved to a Needs-Review folder and the CSV flags the missing fields; file modification date can be used as a fallback if enabled.

How are duplicates handled?

Duplicates are detected by comparing file hashes; the highest-quality version is kept and duplicates are noted in the summary.