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expense-report skill

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/skills/lijie420461340/expense-report

This skill helps you organize, categorize, and summarize business expenses into clear reports for reimbursement and tax preparation.

npx playbooks add skill openclaw/skills --skill expense-report

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SKILL.md

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---
name: expense-report
description: Organize, categorize, and summarize business expenses for reimbursement and tax preparation
version: 1.0.0
author: Claude Office Skills Contributors
license: MIT
tags: [finance, expenses, accounting]
---

# Expense Report

## Overview

This skill helps you organize business expenses into clear, categorized reports suitable for reimbursement requests, accounting, and tax preparation.

**Use Cases:**
- Creating expense reimbursement reports
- Organizing receipts for tax preparation
- Categorizing business expenses
- Summarizing travel expenses
- Preparing monthly/quarterly expense summaries

## How to Use

1. Provide your expense information (receipts, transactions, or descriptions)
2. Specify the purpose (reimbursement, tax prep, budget tracking)
3. Tell me your expense categories or policies
4. I'll create a structured expense report

**Example prompts:**
- "Create an expense report from these receipts for my business trip"
- "Categorize and summarize my expenses for the month"
- "Format these expenses for reimbursement"
- "Help me organize my freelance business expenses for taxes"

## Expense Report Templates

### Standard Reimbursement Report

```markdown
# Expense Report

**Employee:** [Name]
**Department:** [Department]
**Report Period:** [Start Date] - [End Date]
**Purpose:** [Business trip / Project / General]
**Submission Date:** [Date]

## Summary
| Category | Amount |
|----------|--------|
| Transportation | $XXX.XX |
| Lodging | $XXX.XX |
| Meals | $XXX.XX |
| Other | $XXX.XX |
| **Total** | **$XXX.XX** |

## Expense Details

### Transportation
| Date | Description | Vendor | Amount | Receipt |
|------|-------------|--------|--------|---------|
| [Date] | [Description] | [Vendor] | $XX.XX | ✓ |

### Lodging
| Date | Description | Vendor | Amount | Receipt |
|------|-------------|--------|--------|---------|
| [Date] | [Hotel name] | [Vendor] | $XX.XX | ✓ |

### Meals & Entertainment
| Date | Description | Attendees | Business Purpose | Amount | Receipt |
|------|-------------|-----------|------------------|--------|---------|
| [Date] | [Restaurant] | [Names] | [Purpose] | $XX.XX | ✓ |

### Other Expenses
| Date | Description | Category | Amount | Receipt |
|------|-------------|----------|--------|---------|
| [Date] | [Description] | [Category] | $XX.XX | ✓ |

## Approvals
- [ ] Employee Signature: _____________ Date: _______
- [ ] Manager Approval: _____________ Date: _______
- [ ] Finance Approval: _____________ Date: _______

## Notes
[Any additional context or explanations]
```

### Travel Expense Report

```markdown
# Travel Expense Report

**Traveler:** [Name]
**Trip Dates:** [Start] - [End]
**Destination:** [City, Country]
**Business Purpose:** [Reason for travel]

## Trip Summary
- **Duration:** [X] days
- **Total Expenses:** $X,XXX.XX
- **Per Diem Allowance:** $XXX.XX
- **Variance:** +/- $XX.XX

## Pre-Trip Expenses
| Item | Vendor | Amount | Date Paid |
|------|--------|--------|-----------|
| Flight | [Airline] | $XXX.XX | [Date] |
| Hotel Booking | [Hotel] | $XXX.XX | [Date] |
| Conference Registration | [Event] | $XXX.XX | [Date] |

## Daily Expenses

### Day 1 - [Date]
| Category | Description | Amount |
|----------|-------------|--------|
| Transport | Airport taxi | $XX.XX |
| Meals | Dinner | $XX.XX |
| **Day Total** | | **$XX.XX** |

### Day 2 - [Date]
| Category | Description | Amount |
|----------|-------------|--------|
| Meals | Breakfast/Lunch/Dinner | $XX.XX |
| Transport | Uber to meeting | $XX.XX |
| **Day Total** | | **$XX.XX** |

## Expense by Category
| Category | Amount | % of Total |
|----------|--------|------------|
| Airfare | $XXX.XX | XX% |
| Lodging | $XXX.XX | XX% |
| Ground Transport | $XXX.XX | XX% |
| Meals | $XXX.XX | XX% |
| Other | $XXX.XX | XX% |
| **Total** | **$X,XXX.XX** | 100% |

## Receipt Checklist
- [ ] Flight confirmation/receipt
- [ ] Hotel invoice
- [ ] Ground transportation receipts
- [ ] Meal receipts over $[threshold]
- [ ] Other expense receipts
```

### Monthly Expense Summary

```markdown
# Monthly Expense Summary

**Period:** [Month Year]
**Prepared by:** [Name]
**Business:** [Business Name]

## Overview
| Metric | Amount |
|--------|--------|
| Total Expenses | $X,XXX.XX |
| vs Last Month | +/-XX% |
| vs Budget | +/-XX% |

## Expenses by Category

### Operating Expenses
| Category | Amount | Budget | Variance |
|----------|--------|--------|----------|
| Rent/Utilities | $XXX.XX | $XXX.XX | $XX.XX |
| Software/Subscriptions | $XXX.XX | $XXX.XX | $XX.XX |
| Office Supplies | $XXX.XX | $XXX.XX | $XX.XX |

### Professional Services
| Category | Amount | Budget | Variance |
|----------|--------|--------|----------|
| Legal | $XXX.XX | $XXX.XX | $XX.XX |
| Accounting | $XXX.XX | $XXX.XX | $XX.XX |
| Consulting | $XXX.XX | $XXX.XX | $XX.XX |

### Marketing & Sales
| Category | Amount | Budget | Variance |
|----------|--------|--------|----------|
| Advertising | $XXX.XX | $XXX.XX | $XX.XX |
| Events | $XXX.XX | $XXX.XX | $XX.XX |
| Travel | $XXX.XX | $XXX.XX | $XX.XX |

## Top 10 Expenses
| Rank | Date | Description | Category | Amount |
|------|------|-------------|----------|--------|
| 1 | [Date] | [Description] | [Category] | $XXX.XX |
| 2 | [Date] | [Description] | [Category] | $XXX.XX |

## Notes & Anomalies
- [Explanation for any unusual expenses]
- [Budget variance explanations]
```

## Expense Categories

### Common Business Categories

| Category | Examples | Tax Deductible |
|----------|----------|----------------|
| **Travel** | Flights, hotels, car rentals | Usually yes |
| **Meals & Entertainment** | Client dinners, team lunches | 50-100% |
| **Transportation** | Taxi, Uber, parking, mileage | Yes |
| **Office Supplies** | Paper, pens, printer ink | Yes |
| **Software & Subscriptions** | SaaS tools, apps | Yes |
| **Professional Development** | Courses, books, conferences | Usually yes |
| **Communication** | Phone, internet | Partial |
| **Professional Services** | Legal, accounting | Yes |
| **Marketing** | Ads, promotional materials | Yes |
| **Equipment** | Computer, office furniture | Depreciated |

### IRS Category Alignment (US)

| IRS Category | Description |
|--------------|-------------|
| Advertising | Marketing and promotional |
| Car and Truck | Vehicle expenses |
| Commissions | Payments to contractors |
| Contract Labor | Freelancer payments |
| Depreciation | Asset depreciation |
| Insurance | Business insurance |
| Interest | Business loan interest |
| Legal and Professional | Attorney, CPA fees |
| Office Expense | General office |
| Rent | Workspace rental |
| Repairs | Equipment maintenance |
| Supplies | Business supplies |
| Taxes and Licenses | Business taxes |
| Travel | Business travel |
| Meals | Business meals (50%) |
| Utilities | Business utilities |

## Processing Guidelines

### Receipt Requirements
- **Keep receipts for:** All expenses over $25 (US) or local threshold
- **Required info:** Date, vendor, amount, payment method
- **Meals:** Include attendees and business purpose
- **Missing receipts:** Note explanation in report

### Currency Conversion
- Use exchange rate from date of expense
- Document rate source (bank, XE.com, etc.)
- Keep in original currency + converted amount

### Mileage Calculation
- Current IRS rate (2024): $0.67/mile (verify current rate)
- Document: Date, destination, purpose, miles
- Use odometer readings or mapping app

## Output Format

```markdown
# Expense Report

**Period:** [Dates]
**Total:** $X,XXX.XX

## Summary by Category
[Category breakdown table]

## Detailed Expenses
[Line items with all required info]

## Missing/Notes
[Any issues to address]
```

## Limitations

- Cannot scan or read receipt images directly
- Tax advice should be verified with a professional
- Exchange rates should be verified for accuracy
- Company policies may have specific requirements
- Cannot submit reports to your expense system

## Examples

### Example: Quick Expense Organization

**Input:**
```
uber to airport $45
flight to NYC $380
hotel 2 nights $420
dinner with client john from acme $125
coffee and breakfast $35
uber to meetings $28
lunch meeting $65
return flight $395
uber home $42
```

**Output:**

# Travel Expense Report

**Trip:** NYC Client Visit
**Dates:** [Dates based on context]
**Purpose:** Client meeting with Acme Corp

## Summary
| Category | Amount |
|----------|--------|
| Airfare | $775.00 |
| Lodging | $420.00 |
| Ground Transportation | $115.00 |
| Meals & Entertainment | $225.00 |
| **Total** | **$1,535.00** |

## Detailed Expenses

### Airfare
| Date | Description | Amount | Receipt |
|------|-------------|--------|---------|
| [Day 1] | Flight to NYC | $380.00 | Needed |
| [Day 3] | Return flight | $395.00 | Needed |
| **Subtotal** | | **$775.00** | |

### Lodging
| Date | Description | Amount | Receipt |
|------|-------------|--------|---------|
| [Day 1-2] | Hotel (2 nights) | $420.00 | Needed |

### Ground Transportation
| Date | Description | Amount | Receipt |
|------|-------------|--------|---------|
| [Day 1] | Uber to airport | $45.00 | ✓ App |
| [Day 2] | Uber to meetings | $28.00 | ✓ App |
| [Day 3] | Uber to home | $42.00 | ✓ App |
| **Subtotal** | | **$115.00** | |

### Meals & Entertainment
| Date | Description | Attendees | Purpose | Amount | Receipt |
|------|-------------|-----------|---------|--------|---------|
| [Day 1] | Client dinner | John (Acme) | Account review | $125.00 | Needed |
| [Day 2] | Breakfast/coffee | Self | Working meal | $35.00 | Optional |
| [Day 2] | Lunch meeting | [TBD] | [Purpose] | $65.00 | Needed |
| **Subtotal** | | | | **$225.00** | |

## Action Items
- [ ] Collect flight confirmation emails
- [ ] Get hotel invoice/folio
- [ ] Save restaurant receipts for meals over $25
- [ ] Document business purpose for client dinner
- [ ] Confirm lunch meeting attendees

Overview

This skill organizes, categorizes, and summarizes business expenses into clear, reimbursement- and tax-ready reports. It converts raw receipts or transaction lists into categorized summaries, detailed line items, and checklists for missing documentation. The output follows common reimbursement and IRS-aligned templates so reports are ready for submission or accounting review.

How this skill works

Provide expense entries (text lists, receipts data, or transaction lines) and specify the purpose (reimbursement, tax prep, budgeting) and any category rules or company policy. The skill parses amounts, assigns categories, totals by category, and formats a structured report with summaries, detailed line items, receipt checklists, and notes for missing information. It can apply currency conversion guidance and mileage rules when provided. The skill does not read images or submit reports to external systems.

When to use it

Preparing reimbursement requests for managers or finance
Organizing receipts and transactions for tax preparation
Creating monthly or quarterly expense summaries for bookkeeping
Summarizing travel expenses for trip reconciliations
Categorizing freelance or small-business expenses for budgeting

Best practices

Provide clear descriptions or attach a text list of transactions for accurate categorization
Specify your expense categories, per-diem, or company policy up front
Include dates and vendor names when available to improve matching and audit trails
Note currency and exchange-rate source when reporting foreign expenses
Mark missing receipts and give brief explanations to avoid gaps in approval

Example use cases

Turn a list of trip receipts into a travel expense report with category subtotals and receipt checklist
Convert monthly card transactions into an expense-by-category summary for accounting
Prepare a reimbursement report with employee and manager approval sections
Organize freelance business expenses into IRS-aligned categories for tax filing
Calculate mileage and include odometer or route notes for vehicle reimbursements

FAQ

Can this skill read receipt images?

No. It requires text input for receipts or transaction lines; image OCR must be run separately.

Does this provide tax advice?

No. It helps organize expenses and map to common tax categories, but you should verify deductions and rules with a tax professional.