| 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 |
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
- Scan - Identify all invoice files
- Extract - Read key information from each
- Rename - Apply consistent naming format
- Organize - Sort into logical folders
- 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.pdf2024-01-10 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
find . -type f \( -name "*.pdf" -o -name "*.jpg" -o -name "*.png" \) -print
mkdir -p "Invoices/2024/Software/Adobe"
cp "original.pdf" "Invoices/2024/Software/Adobe/2024-03-15 Adobe - Invoice - Creative Cloud.pdf"
CSV Export Format
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
