Expense Tracker

Description

Business expense management with EU VAT compliance, automated categorization, and intelligent receipt processing. Built for Belgian accounting standards and Ollama cloud-powered analysis.

Installation

pip install pandas ollama sqlite3 pillow qrcode

Configuration

Add to .env:

OLLAMA_CLOUD_URL=https://api.cloud.ollama.com/v1
OLLAMA_CLOUD_API_KEY=your-api-key
EXPENSE_MODEL=llama3-70b-instruct
DATABASE=expenses.db
VAT_RATE=21.0
CURRENCY=EUR
COMPANY_TYPE=bvba

Usage

Add expense

expense-tracker add \
  --amount 245.50 \
  --description "Business dinner with client" \
  --category meals-entertainment \
  --vat 21 \
  --receipt scan1.pdf \
  --client Acme-NV

Weekly report

expense-tracker weekly \
  --week 2024-04 \
  --summary \
  --by-category \
  --export weekly_report.xlsx

VAT reclaim preparation

expense-tracker vat-reclaim \
  --quarter Q1-2024 \
  --eligible-only \
  --validate-receipts \
  --output vat_reclaim_q1.json

Analyze spending patterns

expense-tracker analyze \
  --period 6m \
  --identify-anomalies \
  --trend-analysis \
  --output analysis.pdf

Receipt scanning

expense-tracker scan \
  receipt.jpg \
  --auto-extract \
  --smart-categorize \
  --ocr-language nl \
  --confidence-threshold 0.8

Company car expenses

expense-tracker car \
  --fuel 67.45 \
  --distance 450 \
  --purpose business \
  --receipt fuel_receipt.pdf \
  --co2-category B

Features

• •VAT compliance: Belgian VAT rules (standard 21%, reduced 12%/6%)
• •Receipt scanning: OCR for paper receipts and invoices
• •AI categorization: Automatic expense classification
• •Multi-currency: EUR, USD, GBP, CHF with FX rates
• •Approval workflow: Multi-level approval chains
• •Per diems: Belgian per diem rates for business travel
• •Car expenses: Complete car cost tracking with CO2 brackets
• •Business miles: Mileage reimbursement tracking
• •Compliance checks: Deductibility validation
• •Export: Exact Online, CSV, Excel, PDF
• •Budget alerts: Real-time spending alerts
• •Fraud detection: AI-powered anomaly detection

Expense Categories (Belgian)

Fully Deductible (100%)

• •Professional fees (accountant, lawyer)
• •Office rent and utilities
• •Insurance premiums
• •Advertising and marketing
• •Business travel (hotels, flights)

Partially Deductible

• •Car expenses: Based on CO2 emissions bracket
  • •A (0-79g): 100% deductible
  • •B (80-99g): 90% deductible
  • •C (100-119g): 80% deductible
  • •D (120-139g): 70% deductible
  • •E (140-159g): 60% deductible
  • •F (160+): 50% deductible
• •Restaurant meals: 69% deductible (31% considered private)
• •Representation: 50% deductible (lunches with clients, gifts)

Non-Deductible

• •Personal expenses
• •Fines and penalties
• •Private portion (car private use must be tracked)

Belgian Per Diem Rates

Domestic (Belgium)

• •Full day: €23.50
• •Half day (4-8h): €11.75
• •Less than 4h: €0

International (examples)

• •Netherlands: €61/day
• •France: €66/day
• •Germany: €48/day
• •UK: €62/day
• •US: varies by city

Conditions

• •Must be away from usual workplace
• •Must substantiate business purpose
• •No free meals provided
• •For >30 days, rates may change

Car Expenses Breakdown

Fuel

• •Gasoline/diesel receipts
• •Must track business vs private use
• •CO2 category determines deductibility

Maintenance & Repairs

• •Regular service
• •Repairs from accidents
• •Tires, oil changes

Insurance

• •Liability insurance (BA)
• •Comprehensive coverage
• •Legal protection

Other Costs

• •Road tax (belastingen)
• •Interest on car loan (if applicable)
• •Parking and tolls

Examples

Quick Expense Entry

expense-tracker quick \
  45.80 \
  --description "Parking at Brussels Expo" \
  --business-trip EUBUSINESS2024

Auto-categorizes as "Travel - Parking" and validates receipt requirement.

Monthly Analysis

expense-tracker monthly \
  --month 2024-03 \
  --compare 2024-02 \
  --trends \
  --top-vendors \
  --identify-savings \
  --export march_analysis.xlsx

Shows: Total €4,850 (+12% vs Feb), Top vendor: Acme NV (€1,245), Potential savings: €340

Travel Day (Multiple Expenses)

expense-tracker travel-day \
  --trip-id AMS-BRU-20240115 \
  --destination Brussels \
  --add-transaction 87.50 "Hotel Brussels" hotels-and-lodging 6 \
  --add-transaction 23.60 "Dinner" meals 21 \
  --add-transaction 15.00 "Taxi to meeting" transport-land \
  --daily-summary

Creates travel bundle with automatic per diem validation.

Receipt Validation

expense-tracker validate-receipts \
  --year 2024 \
  --check-required-fields \
  --flag-missing-vat \
  --suggest-corrections \
  --output validation_report.json

Checks each receipt for: required fields, VAT validity, amount consistency, date validity.

Budget Monitoring

expense-tracker budget \
  --category marketing \
  --limit 5000 \
  --alert-at 80 \
  --month 2024-04 \
  --track-daily

Monitors spending vs. budget with real-time alerts.

VAT Reclaim Summary

expense-tracker vat-summary \
  --quarter Q2-2024 \
  --eligible-vat \
  --by-vat-rate \
  --export belcotax-format \
  --accountant-copy

Generates:

• •Total VAT paid: €3,245.60
• •Eligible for reclaim: €2,890.30
• •By rate: 21%: €2,340.50 | 12%: €549.80 | 6%: €0

Integration with OpenClaw

All commands registered as tools:

• •expense-tracker add
• •expense-tracker weekly
• •expense-tracker vat-reclaim
• •expense-tracker analyze
• •expense-tracker scan
• •expense-tracker car
• •expense-tracker quick
• •expense-tracker monthly
• •expense-tracker travel-day
• •expense-tracker validate-receipts
• •expense-tracker budget
• •expense-tracker vat-summary

Model Recommendations

• •llama3-70b-instruct: Best for expense categorization and anomaly detection
• •mistral-large: Excellent for OCR and receipt text extraction
• •mixtral-8x22b: Superior for spending pattern analysis

All models optimized for Belgian accounting rules and multilingual receipt processing.