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Invoice Organizer

This skill transforms chaotic folders of invoices, receipts, and financial documents into a clean, tax-ready filing system without manual effort.

When to Use This Skill

• Preparing for tax season and need organized records
• Managing business expenses across multiple vendors
• Organizing receipts from a messy folder or email downloads
• Setting up automated invoice filing for ongoing bookkeeping
• Archiving financial records by year or category
• Reconciling expenses for reimbursement
• Preparing documentation for accountants

What This Skill Does

1. Reads Invoice Content : Extracts information from PDFs, images, and documents:

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

2. Renames Files Consistently : Creates standardized filenames:

   • Format: YYYY-MM-DD Vendor - Invoice - ProductOrService.pdf
   • Examples: 2024-03-15 Adobe - Invoice - Creative Cloud.pdf

3. Organizes by Category : Sorts into logical folders:

   • By vendor
   • By expense category (software, office, travel, etc.)
   • By time period (year, quarter, month)
   • By tax category (deductible, personal, etc.)

4. Handles Multiple Formats : Works with:

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

5. Maintains Originals : Preserves original files while organizing copies

How to Use

Basic Usage

Navigate to your messy invoice folder:

cd ~/Desktop/receipts-to-sort

Then ask Claude Code:

Organize these invoices for taxes

Or more specifically:

Read all invoices in this folder, rename them to 
"YYYY-MM-DD Vendor - Invoice - Product.pdf" format, 
and organize them by vendor

Advanced Organization

Organize these invoices:
1. Extract date, vendor, and description from each file
2. Rename to standard format
3. Sort into folders by expense category (Software, Office, Travel, etc.)
4. Create a CSV spreadsheet with all invoice details for my accountant

Instructions

When a user requests invoice organization:

1. Scan the Folder

Identify all invoice files:

     # Find all invoice-related files
     find . -type f \( -name "*.pdf" -o -name "*.jpg" -o -name "*.png" \) -print
     

Report findings:

 * Total number of files
 * File types
 * Date range (if discernible from names)
 * Current organization (or lack thereof)

2. Extract Information from Each File

For each invoice, extract:

From PDF invoices :

 * Use text extraction to read invoice content
 * Look for common patterns: 
   * "Invoice Date:", "Date:", "Issued:"
   * "Invoice #:", "Invoice Number:"
   * Company name (usually at top)
   * "Amount Due:", "Total:", "Amount:"
   * "Description:", "Service:", "Product:"

From image receipts :

 * Read visible text from images
 * Identify vendor name (often at top)
 * Look for date (common formats)
 * Find total amount

Fallback for unclear files :

 * Use filename clues
 * Check file creation/modification date
 * Flag for manual review if critical info missing

3. Determine Organization Strategy

Ask user preference if not specified:

     I found [X] invoices from [date range].
     
     How would you like them organized?
     
     1. **By Vendor** (Adobe/, Amazon/, Stripe/, etc.)
     2. **By Category** (Software/, Office Supplies/, Travel/, etc.)
     3. **By Date** (2024/Q1/, 2024/Q2/, etc.)
     4. **By Tax Category** (Deductible/, Personal/, etc.)
     5. **Custom** (describe your structure)
     
     Or I can use a default structure: Year/Category/Vendor
     

4. Create Standardized Filename

For each invoice, create a filename following this pattern:

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

Examples:

 * `2024-03-15 Adobe - Invoice - Creative Cloud.pdf`
 * `2024-01-10 Amazon - Receipt - Office Supplies.pdf`
 * `2023-12-01 Stripe - Invoice - Monthly Payment Processing.pdf`

Filename Best Practices :

 * Remove special characters except hyphens
 * Capitalize vendor names properly
 * Keep descriptions concise but meaningful
 * Use consistent date format (YYYY-MM-DD) for sorting
 * Preserve original file extension

5. Execute Organization

Before moving files, show the plan:

     # Organization Plan
     
     ## Proposed Structure
     

Invoices/ ├── 2023/ │ ├── Software/ │ │ ├── Adobe/ │ │ └── Microsoft/ │ ├── Services/ │ └── Office/ └── 2024/ ├── Software/ ├── Services/ └── Office/

     ## Sample Changes
     
     Before: `invoice_adobe_march.pdf`
     After: `2024-03-15 Adobe - Invoice - Creative Cloud.pdf`
     Location: `Invoices/2024/Software/Adobe/`
     
     Before: `IMG_2847.jpg`
     After: `2024-02-10 Staples - Receipt - Office Supplies.jpg`
     Location: `Invoices/2024/Office/Staples/`
     
     Process [X] files? (yes/no)
     

After approval:

     # Create folder structure
     mkdir -p "Invoices/2024/Software/Adobe"
     
     # Copy (don't move) to preserve originals
     cp "original.pdf" "Invoices/2024/Software/Adobe/2024-03-15 Adobe - Invoice - Creative Cloud.pdf"
     
     # Or move if user prefers
     mv "original.pdf" "new/path/standardized-name.pdf"
     

6. Generate Summary Report

Create a CSV file with all invoice details:

     Date,Vendor,Invoice Number,Description,Amount,Category,File Path
     2024-03-15,Adobe,INV-12345,Creative Cloud,52.99,Software,Invoices/2024/Software/Adobe/2024-03-15 Adobe - Invoice - Creative Cloud.pdf
     2024-03-10,Amazon,123-4567890-1234567,Office Supplies,127.45,Office,Invoices/2024/Office/Amazon/2024-03-10 Amazon - Receipt - Office Supplies.pdf
     ...
     

This CSV is useful for:

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

7. Provide Completion Summary

     # Organization Complete! 📊
     
     ## Summary
     - **Processed**: [X] invoices
     - **Date range**: [earliest] to [latest]
     - **Total amount**: $[sum] (if amounts extracted)
     - **Vendors**: [Y] unique vendors
     
     ## New Structure
     

Invoices/ ├── 2024/ (45 files) │ ├── Software/ (23 files) │ ├── Services/ (12 files) │ └── Office/ (10 files) └── 2023/ (12 files)

     ## Files Created
     - `/Invoices/` - Organized invoices
     - `/Invoices/invoice-summary.csv` - Spreadsheet for accounting
     - `/Invoices/originals/` - Original files (if copied)
     
     ## Files Needing Review
     [List any files where information couldn't be extracted completely]
     
     ## Next Steps
     1. Review the `invoice-summary.csv` file
     2. Check files in "Needs Review" folder
     3. Import CSV into your accounting software
     4. Set up auto-organization for future invoices
     
     Ready for tax season! 🎉
     

Examples

Example 1: Tax Preparation (From Martin Merschroth)

User : "I have a messy folder of invoices for taxes. Sort them and rename properly."

Process :

1. Scans folder: finds 147 PDFs and images
2. Reads each invoice to extract:
   • Date
   • Vendor name
   • Invoice number
   • Product/service description
3. Renames all files: YYYY-MM-DD Vendor - Invoice - Product.pdf
4. Organizes into: 2024/Software/, 2024/Travel/, etc.
5. Creates invoice-summary.csv for accountant
6. Result: Tax-ready organized invoices in minutes

Example 2: Monthly Expense Reconciliation

User : "Organize my business receipts from last month by category."

Output :

# March 2024 Receipts Organized

## By Category
- Software & Tools: $847.32 (12 invoices)
- Office Supplies: $234.18 (8 receipts)
- Travel & Meals: $1,456.90 (15 receipts)
- Professional Services: $2,500.00 (3 invoices)

Total: $5,038.40

All receipts renamed and filed in:
`Business-Receipts/2024/03-March/[Category]/`

CSV export: `march-2024-expenses.csv`

Example 3: Multi-Year Archive

User : "I have 3 years of random invoices. Organize them by year, then by vendor."

Output : Creates structure:

Invoices/
├── 2022/
│   ├── Adobe/
│   ├── Amazon/
│   └── ...
├── 2023/
│   ├── Adobe/
│   ├── Amazon/
│   └── ...
└── 2024/
    ├── Adobe/
    ├── Amazon/
    └── ...

Each file properly renamed with date and description.

Example 4: Email Downloads Cleanup

User : "I download invoices from Gmail. They're all named 'invoice.pdf', 'invoice(1).pdf', etc. Fix this mess."

Output :

Found 89 files all named "invoice*.pdf"

Reading each file to extract real information...

Renamed examples:
- invoice.pdf → 2024-03-15 Shopify - Invoice - Monthly Subscription.pdf
- invoice(1).pdf → 2024-03-14 Google - Invoice - Workspace.pdf
- invoice(2).pdf → 2024-03-10 Netlify - Invoice - Pro Plan.pdf

All files renamed and organized by vendor.

Common Organization Patterns

By Vendor (Simple)

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

By Year and Category (Tax-Friendly)

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

By Quarter (Detailed Tracking)

Invoices/
├── 2024/
│   ├── Q1/
│   │   ├── Software/
│   │   ├── Office/
│   │   └── Travel/
│   └── Q2/
│       └── ...

By Tax Category (Accountant-Ready)

Invoices/
├── Deductible/
│   ├── Software/
│   ├── Office/
│   └── Professional-Services/
├── Partially-Deductible/
│   └── Meals-Travel/
└── Personal/

Automation Setup

For ongoing organization:

Create a script that watches my ~/Downloads/invoices folder 
and auto-organizes any new invoice files using our standard 
naming and folder structure.

This creates a persistent solution that organizes invoices as they arrive.

Pro Tips

1. Scan emails to PDF : Use Preview or similar to save email invoices as PDFs first
2. Consistent downloads : Save all invoices to one folder for batch processing
3. Monthly routine : Organize invoices monthly, not annually
4. Backup originals : Keep original files before reorganizing
5. Include amounts in CSV : Useful for budget tracking
6. Tag by deductibility : Note which expenses are tax-deductible
7. Keep receipts 7 years : Standard audit period

Handling Special Cases

Missing Information

If date/vendor can't be extracted:

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

Duplicate Invoices

If same invoice appears multiple times:

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

Multi-Page Invoices

For invoices split across files:

• Merge PDFs if needed
• Use consistent naming for parts
• Note in CSV if invoice is split

Non-Standard Formats

For unusual receipt formats:

• Extract what's possible
• Standardize what you can
• Flag for review if critical info missing

Related Use Cases

• Creating expense reports for reimbursement
• Organizing bank statements
• Managing vendor contracts
• Archiving old financial records
• Preparing for audits
• Tracking subscription costs over time

Weekly Installs

745

Repository

composiohq/awes…e-skills

GitHub Stars

43.1K

First Seen

Jan 20, 2026

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