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invoice-organizer skill

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/skills/lijie420461340/invoice-organizer

This skill helps you organize, categorize, and track invoices and receipts, improving financial accuracy and tax readiness.

npx playbooks add skill openclaw/skills --skill invoice-organizer

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

Files (2)

SKILL.md

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---
name: Invoice Organizer
description: Organize, categorize, and track invoices and receipts
author: claude-office-skills
version: "1.0"
tags: [finance, invoices, receipts, organization, accounting, expense]
models: [claude-sonnet-4, claude-opus-4]
tools: [computer, file_operations]
---

# Invoice Organizer

Organize, categorize, and track invoices and receipts for better financial management.

## Overview

This skill helps you:
- Extract key data from invoices
- Categorize expenses automatically
- Track payment status
- Organize files consistently
- Prepare for tax/audit

## How to Use

### Process Invoice
```
"Extract data from this invoice"
"Categorize this receipt"
"Add this invoice to my tracking"
```

### Organize
```
"Organize my invoice folder"
"Create a filing system for receipts"
"Sort invoices by vendor and date"
```

### Report
```
"Summarize invoices by category"
"Show unpaid invoices"
"Generate expense report for Q1"
```

## Data Extraction

### Invoice Data Fields
```markdown
## Invoice Data Extraction

### Extracted Information
| Field | Value | Confidence |
|-------|-------|------------|
| **Vendor** | Acme Corp | 98% |
| **Invoice #** | INV-2026-0042 | 99% |
| **Invoice Date** | 2026-01-15 | 99% |
| **Due Date** | 2026-02-14 | 99% |
| **Subtotal** | $1,250.00 | 98% |
| **Tax** | $100.00 | 98% |
| **Total** | $1,350.00 | 99% |
| **Currency** | USD | 99% |

### Line Items
| Description | Qty | Unit Price | Total |
|-------------|-----|------------|-------|
| Consulting Services | 10 hrs | $100.00 | $1,000.00 |
| Software License | 1 | $250.00 | $250.00 |

### Vendor Details
- **Company**: Acme Corp
- **Address**: 123 Business St, NY 10001
- **Tax ID**: 12-3456789
- **Contact**: [email protected]

### Payment Information
- **Terms**: Net 30
- **Method**: Bank Transfer
- **Account**: XXXX-1234
```

## Categorization

### Expense Categories
```markdown
## Expense Category System

### Standard Categories
| Category | Subcategory | Examples |
|----------|-------------|----------|
| **Office** | Supplies | Paper, pens, toner |
| | Equipment | Computers, furniture |
| | Services | Cleaning, maintenance |
| **Travel** | Transportation | Flights, trains, taxis |
| | Accommodation | Hotels, Airbnb |
| | Meals | Client dinners, per diem |
| **Software** | Subscriptions | SaaS, cloud services |
| | Licenses | One-time purchases |
| **Professional** | Legal | Attorney fees |
| | Accounting | CPA, bookkeeping |
| | Consulting | Advisors, contractors |
| **Marketing** | Advertising | Ads, sponsorships |
| | Events | Conferences, booths |
| | Content | Design, copywriting |
| **Utilities** | Phone/Internet | Telecom services |
| | Cloud/Hosting | AWS, servers |

### Auto-Categorization Rules
| Vendor Contains | → Category |
|-----------------|------------|
| Amazon Web Services | Software > Cloud |
| Office Depot | Office > Supplies |
| United Airlines | Travel > Transportation |
| Marriott, Hilton | Travel > Accommodation |
| Adobe, Microsoft | Software > Subscriptions |
```

## Filing System

### Folder Structure
```markdown
## Invoice Filing System

### By Year and Category
```
📁 Invoices/
├── 📁 2026/
│   ├── 📁 Office/
│   │   └── 2026-01-15_Staples_125.50_INV001.pdf
│   ├── 📁 Software/
│   │   └── 2026-01-20_Adobe_54.99_INV002.pdf
│   ├── 📁 Travel/
│   │   └── 2026-01-22_United_450.00_INV003.pdf
│   ├── 📁 Professional/
│   └── 📁 Other/
├── 📁 2025/
│   └── ...
└── 📁 Archive/
```

### Naming Convention
```
YYYY-MM-DD_Vendor_Amount_InvoiceNumber.pdf
```

**Examples**:
- 2026-01-15_AcmeCorp_1350.00_INV-2026-0042.pdf
- 2026-01-20_Adobe_54.99_Monthly.pdf
- 2026-01-22_DeltaAirlines_425.00_CONF123456.pdf
```

## Tracking System

### Invoice Register
```markdown
## Invoice Tracking Register

### Open Invoices
| Invoice # | Vendor | Date | Due | Amount | Status | Days |
|-----------|--------|------|-----|--------|--------|------|
| INV-042 | Acme | 01/15 | 02/14 | $1,350 | ⏳ Pending | 14 |
| INV-045 | Beta | 01/18 | 02/17 | $890 | ⏳ Pending | 11 |
| INV-048 | Gamma | 01/22 | 01/29 | $500 | 🔴 Overdue | -1 |

### Recently Paid
| Invoice # | Vendor | Paid Date | Amount | Method |
|-----------|--------|-----------|--------|--------|
| INV-038 | Delta | 01/25 | $720 | ACH |
| INV-035 | Epsilon | 01/22 | $1,200 | Check |

### Summary
| Status | Count | Total |
|--------|-------|-------|
| Pending | 2 | $2,240 |
| Overdue | 1 | $500 |
| Paid (Jan) | 2 | $1,920 |
```

### Payment Tracking
```markdown
## Invoice Payment Tracker

### Invoice: INV-2026-0042 (Acme Corp)

| Date | Event | Notes |
|------|-------|-------|
| 01/15 | Received | Via email |
| 01/16 | Reviewed | Approved by Manager |
| 01/20 | Scheduled | Payment batch 01/25 |
| 01/25 | Paid | ACH Ref: 789456 |
| 01/25 | Filed | /2026/Professional/ |

### Payment Details
- **Method**: ACH Transfer
- **Reference**: 789456
- **Bank**: Chase Business
- **Confirmation**: Sent to vendor
```

## Reports

### Monthly Summary
```markdown
## Invoice Summary: January 2026

### Overview
| Metric | Value |
|--------|-------|
| Total Invoices | 28 |
| Total Amount | $12,450.00 |
| Avg per Invoice | $444.64 |
| Paid | 22 ($9,800) |
| Pending | 4 ($2,150) |
| Overdue | 2 ($500) |

### By Category
| Category | Count | Amount | % of Total |
|----------|-------|--------|------------|
| Software | 8 | $4,200 | 33.7% |
| Professional | 5 | $3,500 | 28.1% |
| Office | 6 | $2,100 | 16.9% |
| Travel | 4 | $1,650 | 13.3% |
| Utilities | 3 | $600 | 4.8% |
| Other | 2 | $400 | 3.2% |

### By Vendor
| Vendor | Invoices | Total |
|--------|----------|-------|
| Adobe | 2 | $1,200 |
| AWS | 1 | $2,800 |
| Acme Corp | 3 | $3,200 |
| ... | ... | ... |

### Trends
- Software expenses up 15% from December
- Travel expenses down 20% (seasonal)
- New vendor added: Gamma Inc.
```

### Tax Preparation
```markdown
## Tax-Ready Invoice Report: 2025

### Annual Summary
| Category | Total | Tax Deductible |
|----------|-------|----------------|
| Office Supplies | $4,500 | ✅ Yes |
| Software | $18,000 | ✅ Yes |
| Travel - Business | $8,200 | ✅ Yes |
| Travel - Meals (50%) | $1,200 | ⚠️ Partial |
| Professional Services | $12,000 | ✅ Yes |
| **Total Deductible** | **$43,900** | |

### Required Documentation
| Expense Over $75 | Count | Status |
|------------------|-------|--------|
| With receipt | 45 | ✅ |
| Missing receipt | 3 | ⚠️ |

### Missing Receipts
| Date | Vendor | Amount | Action |
|------|--------|--------|--------|
| 03/15 | Hotel ABC | $189 | Request from vendor |
| 07/22 | Uber | $85 | Download from app |
| 11/08 | Restaurant | $95 | Use bank statement |

### Vendor 1099 Review
| Vendor | Total Paid | 1099 Required |
|--------|------------|---------------|
| Consultant A | $8,500 | ✅ Yes (>$600) |
| Consultant B | $450 | ❌ No |
```

## Automation Rules

### Auto-Processing
```markdown
## Invoice Automation Rules

### Email Processing
| Trigger | Action |
|---------|--------|
| From: *@vendor1.com | Auto-categorize: Software |
| Subject: "Invoice" | Add to review queue |
| Attachment: PDF | Extract data |

### Auto-Categorization
| Condition | Category | Confidence |
|-----------|----------|------------|
| Vendor = Adobe | Software > Subscriptions | High |
| Contains "flight" | Travel > Transportation | High |
| Amount < $50 | Office > Supplies | Medium |

### Alerts
| Condition | Alert |
|-----------|-------|
| Due in 3 days | Email reminder |
| Overdue | Daily notification |
| Large invoice (>$1000) | Manager approval required |
```

## Limitations

- Cannot perform actual file operations
- OCR quality affects data extraction
- Categories may need manual adjustment
- Cannot integrate directly with accounting software
- Exchange rates need external verification
- Tax advice should come from professionals

Overview

This skill organizes, categorizes, and tracks invoices and receipts to simplify financial management. It extracts key invoice fields, applies consistent filing and naming conventions, and maintains a register of payment status. Use it to prepare reports for bookkeeping, audits, and tax preparation.

How this skill works

The skill inspects invoice PDFs and images, extracts structured fields (vendor, invoice number, dates, line items, amounts, tax, currency) and applies auto-categorization rules based on vendor names and keywords. It suggests folder structures and file names, updates an invoice register with statuses (pending, paid, overdue), and generates summary and tax-ready reports. It flags uncertain extractions, missing receipts, and rules that require manual review.

When to use it

Automating data capture from emailed PDF invoices and photographed receipts
Building a consistent folder and filename scheme for long-term archiving
Tracking payment status and generating alerts for due or overdue invoices
Preparing monthly, quarterly, or annual expense and tax reports
Reconciling line items and categories before bookkeeping or accountant handoff

Best practices

Verify OCR-extracted fields when confidence is low and correct vendor names or amounts promptly
Adopt the recommended naming convention (YYYY-MM-DD_Vendor_Amount_InvoiceNumber.pdf) for consistent search and auditability
Review auto-categorization rules periodically and adjust vendor mappings to match your chart of accounts
Keep a record of missing receipts and follow up immediately to reduce audit risk
Use the invoice register to drive payment batching and manager approval for large invoices

Example use cases

Process a batch of emailed invoices: extract data, categorize, and place files into year/category folders
Run an overdue report to surface invoices requiring immediate payment or escalation
Generate a monthly expense summary by category and vendor for management review
Prepare an annual tax-ready report listing deductible expenses and missing receipts
Create automation rules to auto-categorize frequent vendors and trigger reminders for due invoices

FAQ

Can this skill move or delete files on my machine?

No. It recommends filing structures and names but cannot perform actual file operations; apply the suggested changes manually or via your own automation tools.

How accurate is the data extraction?

Accuracy depends on OCR quality and invoice layout. The skill reports confidence scores and flags low-confidence fields for manual verification.

Can it integrate directly with accounting software or process payments?

No. It does not integrate directly with accounting systems or execute payments. Use exported reports or structured data to import into your accounting platform.