accounting-workflows

# Accounting Workflows File-based workflow coordinator for Greek accounting operations. This skill defines the processing pipelines, validation rules, and routine templates that guide the OpenClaw agent through standard accounting tasks. ## What This Skill Does This skill provides **workflow definitions and validation rules** — it tells the agent how to process documents that are already in the local filesystem. It does NOT: - ❌ Perform OCR (use `greek-document-ocr` for that) - ❌ Monitor email inboxes (use `greek-email-processor` for that) - ❌ Connect to external APIs or accounting software - ❌ Submit filings to AADE/EFKA (use `greek-compliance-aade` / `efka-api-integration`) - ❌ Access browser sessions or take screenshots - ❌ Send emails or client communications (use `client-communication-engine`) What it DOES: - ✅ Define document validation rules (invoice fields, receipt fields, statement fields) - ✅ Provide workflow templates (daily, monthly, quarterly routines) - ✅ Specify file routing logic (incoming → processing → client directories) - ✅ Set confidence thresholds for flagging items for human review - ✅ Define Greek-specific validation (AFM format, VAT rates, EGLS accounts) ## Setup ```bash # 1. Set the data directory export OPENCLAW_DATA_DIR="/data" # 2. Ensure jq is installed (used for JSON processing) which jq || sudo apt install jq # 3. Create the directory structure mkdir -p $OPENCLAW_DATA_DIR/{incoming/{invoices,receipts,statements,government},processing,clients} # 4. No credentials needed — this skill is entirely local ``` ## Core Philosophy - **Accuracy First**: Every extraction includes confidence scoring and validation - **Audit Trail**: All automated actions are logged with timestamps and sources - **Human Oversight**: Flag uncertain items for manual review rather than guessing - **File-Based**: All data flows through the local filesystem — no hidden API calls - **Workflow Efficiency**: Reduce manual data entry from hours to minutes ## Document Processing Pipeline Documents flow through three stages, all within `OPENCLAW_DATA_DIR`: ``` /data/incoming/ → /data/processing/ → /data/clients/{AFM}/ (raw files placed here) (validation & extraction) (final canonical location) ``` ### Phase 1: Intake 1. **Source**: Files placed in `/data/incoming/invoices/`, `/data/incoming/receipts/`, or `/data/incoming/statements/` 2. **Format Recognition**: PDF, image (JPG/PNG), CSV, Excel 3. **Client Assignment**: Match to client AFM based on content or filename convention ### Phase 2: Validation & Extraction 1. **Field Extraction**: Structured data extracted from documents (by companion OCR skill if needed) 2. **Validation**: Apply rules defined below (amount consistency, date logic, AFM format) 3. **Confidence Scoring**: Flag items below threshold for human review 4. **Classification**: Categorize by document type and EGLS account code ### Phase 3: Filing 1. **Client Directory**: Write validated JSON to `/data/clients/{AFM}/documents/` 2. **Compliance Update**: Update filing records in `/data/clients/{AFM}/compliance/` 3. **Audit Log**: Append processing event to audit trail ## Document Validation Rules ### Invoice Processing ```yaml Required Fields: - vendor_name: Company issuing the invoice - vendor_afm: Supplier AFM (format: ^EL[0-9]{9}$) - invoice_number: Unique identifier from vendor - invoice_date: Date issued (YYYY-MM-DD) - due_date: Payment due date - net_amount: Amount before VAT (2 decimal places) - vat_amount: VAT charged - vat_rate: Must be one of [0.24, 0.13, 0.06, 0.0] - total_amount: Final amount due Validation Rules: - total_amount = net_amount + vat_amount (tolerance: 0.01) - vat_amount = net_amount * vat_rate (tolerance: 0.01) - invoice_date <= due_date - vendor_afm matches ^EL[0-9]{9}$ - Duplicate invoice_number from same vendor flags for review ``` ### Receipt Processing ```yaml Required Fields: - merchant_name: Business name - transaction_date: Date of purchase (YYYY-MM-DD) - total_amount: Total paid (2 decimal places) - payment_method: cash | card | transfer - category: EGLS account code Validation Rules: - transaction_date <= current_date - total_amount > 0 - category must be valid EGLS account code ``` ### Bank Statement Processing ```yaml Required Fields: - bank: alpha | nbg | eurobank | piraeus - account_iban: Format ^GR[0-9]{25}$ - statement_period: YYYY-MM - opening_balance: Starting balance - closing_balance: Ending balance - transactions: List of debits and credits Validation Rules: - closing_balance = opening_balance + sum(all_transactions) - All transaction dates within statement period - IBAN format validated per ISO 13616 ``` ## Workflow Templates ### Daily Routine ```markdown 1. Check /data/incoming/ for new documents placed since yesterday 2. Validate and route each document through the processing pipeline 3. Flag items with confidence < 90% for human review in /data/processing/flagged/ 4. Update /data/clients/{AFM}/compliance/filings.json with any completed processing 5. Generate daily summary report to /data/reports/daily/ ``` ### Monthly Close (Run after month end) ```bash openclaw accounting monthly-close --period 2026-01 --client EL123456789 # This coordinates: # 1. Verify all incoming documents for the period are processed # 2. Check bank reconciliation status (requires greek-banking-integration skill) # 3. Validate all transactions are categorized with EGLS accounts # 4. Flag any incomplete items as blockers # 5. Generate readiness report for financial statement generation ``` ### Quarterly Review ```markdown 1. Run monthly close for all three months 2. Aggregate quarterly VAT totals 3. Prepare quarterly compliance report 4. Generate variance analysis vs. prior quarter ``` ## CLI Commands ```bash # Process new documents in incoming folder openclaw accounting process-invoices --input-dir /data/incoming/invoices/ --greek-format # Validate and classify receipts openclaw accounting extract-receipts --input-dir /data/incoming/receipts/ --auto-classify # Run validation checks on processed data openclaw accounting validate-documents --vat-check --greek-standards # Export transactions for a client and period openclaw accounting export-transactions --client EL123456789 --format csv --period 2026-02 # Batch process all pending documents openclaw accounting batch-process --type invoices --output-format json # Check processing status openclaw accounting status --show-queue --show-errors ``` ## File System Layout ```yaml OPENCLAW_DATA_DIR: incoming/ # Raw documents placed here by user or companion skills invoices/ receipts/ statements/ government/ processing/ # Temporary workspace (cleaned after pipeline completes) validated/ classification/ flagged/ # Items needing human review clients/{AFM}/ # Final canonical location (managed by client-data-management) documents/ compliance/ reports/ # Generated reports daily/ monthly/ ``` ## Companion Skills This skill works best with these companions (install separately): | Skill | What it adds | |-------|-------------| | `greek-document-ocr` | OCR for scanned invoices and receipts (requires `tesseract`) | | `greek-email-processor` | Email inbox monitoring and attachment extraction (requires IMAP credentials) | | `greek-banking-integration` | Bank statement CSV parsing for Greek banks | | `greek-compliance-aade` | VAT filing preparation and AADE submission (requires AADE credentials) | | `efka-api-integration` | Social security contribution calculations | | `client-data-management` | Client record management and GDPR lifecycle | | `openclaw-greek-accounting-meta` | Orchestrator that coordinates all skills together | ## Error Handling ```bash # Retry failed processing openclaw accounting retry-failed --batch-id {id} # Review flagged items openclaw accounting manual-review --flagged-documents # Check system health openclaw accounting health-check ``` ## Safety Guidelines - Never modify financial records without explicit validation rules - Always maintain original source documents in `/data/incoming/` until archived - Log all automated actions to the unified audit trail - Flag items below confidence threshold — never guess - Maintain strict separation between different clients' data (AFM-keyed directories) ## Greek Regulatory Compliance This skill applies Greek-specific validation rules when processing documents: - **VAT Rates**: Validates against 24% standard, 13% reduced, 6% super-reduced - **AFM Format**: Enforces `^EL[0-9]{9}$` pattern on all tax identification numbers - **EGLS Accounts**: Maps transactions to the Greek Chart of Accounts (ΕΛΣΥ) - **Stamp Duty**: Flags contracts and legal documents requiring stamp duty (χαρτόσημο) calculation - **E-Books Compliance**: Maintains digital accounting records per Greek Law 4308/2014 - **GDPR**: Handles data lifecycle per EU privacy law with Greek DPA requirements - **Municipal Taxes**: Tracks property taxes, waste collection fees, and local authority requirements > Actual AADE submissions, EFKA filings, and government portal interactions are handled by companion skills (`greek-compliance-aade`, `efka-api-integration`). ## Email & Document Pipeline (via Companion Skills) When companion skills are installed, this skill coordinates multi-step workflows: ``` Email arrives (greek-email-processor) → Attachment extracted to /data/incoming/ → OCR processed (greek-document-ocr) → Validated by this skill's rules → Filed to /data/clients/{AFM}/documents/ → Compliance updated (greek-compliance-aade) ``` The workflow coordinator does not access email or perform OCR directly — it defines the validation and routing rules that companion skills follow. ## Accounting Software Export (Optional) Processed data can be exported in formats compatible with external accounting software: ```bash # Standard exports (always available) openclaw accounting export-transactions --client EL123456789 --format csv --period 2026-02 openclaw accounting export-transactions --client EL123456789 --format json --period 2026-02 # Optional: accounting software formats (if companion export skill configured) openclaw accounting export-transactions --client EL123456789 --target quickbooks --period 2026-02 openclaw accounting export-transactions --client EL123456789 --target xero --period 2026-02 ``` > CSV and JSON exports work out of the box. QuickBooks/Xero formats require the corresponding export configuration. ## Performance Targets - **Document Processing**: Reduce from 5 minutes to 30 seconds per document - **Data Entry**: Eliminate 80% of manual typing - **Month-end Close**: Reduce time by 60% through automation - **Accuracy**: >95% for standard business documents, >98% for invoice totals - **Deadline Compliance**: 100% on-time filing through automated reminders ## Maintenance Schedule - **Weekly**: Review flagged items, update vendor lists, check error logs - **Monthly**: Performance analysis, backup verification, system updates - **Quarterly**: Full accuracy audit, compliance review, user training - **Annually**: Complete system review, upgrade planning, disaster recovery testing