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:

   bash

   # 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:

   markdown

   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:

   code

   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:

   markdown

   # Organization Plan
   
   ## Proposed Structure
   

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

   code

   
   ## 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