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

1. Renames Files Consistently: Creates standardized filenames:

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

1. 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.)

1. Handles Multiple Formats: Works with:

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

1. 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)

1. 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

1. 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

1. 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

1. 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`
   Lo