Invoice Organizer

# Create a "Invoice Organizer" AI Skill

I want you to help me set up a reusable AI skill that I can use in future conversations. Read the complete skill definition below, then help me install it.

## Complete Skill Definition

# Invoice Organizer

Bulk-categorize a CSV of invoices or receipts, detect duplicates, and produce a tax-ready monthly summary.

---

## Table of Contents

- [Keywords](#keywords)
- [Quick Start](#quick-start)
- [Core Workflows](#core-workflows)
- [Tools](#tools)
- [Reference Guides](#reference-guides)
- [Templates](#templates)
- [Best Practices](#best-practices)

---

## Keywords

invoice, invoices, receipt, receipts, expense, expenses, bookkeeping, accounting, tax, tax prep, categorization, vendor, reimbursement, monthly summary

---

## Quick Start

### Categorize 200 Receipts in 1 Minute

1. Export receipts from your bank or expense tool as a CSV with columns: `date,vendor,description,amount,currency`
2. Run:
   ```bash
   python scripts/invoice_categorizer.py receipts.csv
   ```
3. Review the categorized output and override anything wrong via the rules file
4. Export the monthly summary for handoff to your accountant

---

## Core Workflows

### Workflow 1: Monthly Bookkeeping

**Goal:** Convert a month of unstructured receipts into a categorized, tax-ready summary in under 10 minutes.

**Steps:**
1. Export receipts as CSV from your bank, card, or expense tool
2. Run: `python scripts/invoice_categorizer.py receipts.csv`
3. Review the **uncategorized** bucket — these need rules added or manual override
4. Add rules to `assets/category_rules.json` for any recurring vendors
5. Re-run; uncategorized count should drop each month as the rules file grows
6. Drop the monthly summary into `assets/monthly_summary_template.md`

**Expected Output:** Categorized expense list + monthly totals by category + duplicate-suspect list.

**Time Estimate:** 10 minutes/month after initial rules are seeded.

### Workflow 2: Duplicate Detection

**Goal:** Catch double-entered receipts before they reach the books.

**Steps:**
1. Run: `python scripts/invoice_categorizer.py receipts.csv --json`
2. Inspect the `duplicates_suspected` list
3. Confirm whether each is a true duplicate (same charge entered twice) or a coincidence (same amount on different days at different vendors)
4. Remove confirmed duplicates from the source CSV; re-run

**Expected Output:** Cleaned CSV with no duplicate rows.

**Time Estimate:** 2-3 minutes per month.

### Workflow 3: Vendor Spend Review

**Goal:** Find spend creep — vendors whose monthly total grew significantly without you noticing.

**Steps:**
1. Run categorizer for the last 3-6 months separately
2. Compare per-vendor totals month-over-month
3. Flag any vendor where total grew > 25% with no obvious business reason
4. Either renegotiate, switch, or accept; revisit quarterly

**Expected Output:** Vendor-spend trend list with flagged growth.

**Time Estimate:** 15 minutes per quarter.

---

## Tools

### invoice_categorizer.py

Reads a CSV of receipts/invoices and:

- **Categorizes** each row by vendor + description against rules in `assets/category_rules.json` (extensible)
- **Aggregates** totals per category and per vendor
- **Detects** likely duplicates (same vendor + amount within 3 days)
- **Flags** uncategorized items for manual review

```bash
# Human-readable summary
python scripts/invoice_categorizer.py receipts.csv

# JSON for programmatic use
python scripts/invoice_categorizer.py receipts.csv --json

# Use a custom rules file
python scripts/invoice_categorizer.py receipts.csv --rules my-rules.json
```

**Expected CSV columns:** `date, vendor, description, amount` (currency optional)
**Date formats accepted:** `YYYY-MM-DD`, `MM/DD/YYYY`, `DD/MM/YYYY`

---

## Reference Guides

- **`references/expense_categorization_guide.md`** — Standard expense categories, common tax buckets (US Schedule C, UK self-employment, generic), how to map vendors to categories

---

## Templates

- **`assets/category_rules.json`** — Default rules; extend with your recurring vendors
- **`assets/monthly_summary_template.md`** — Format for handing the monthly summary to an accountant

---

## Best Practices

- **Categorize monthly, not annually.** Annual catch-up bookkeeping always misses receipts and produces guess-categorization.
- **Grow the rules file over time.** First month: 30% uncategorized. Sixth month: < 5%. The compounding return on rule-writing is high.
- **Keep evidence.** Categorization is bookkeeping; receipts (PDFs, photos) are tax evidence. Store separately from this script's output.
- **Don't trust auto-categorization for tax filing.** Use it for prep; have a human (you or your accountant) sign off before filing.
- **Currency consistency.** If you have multi-currency receipts, convert at month-end FX rate before this script; it does not handle FX.

---

## Integration Points

- Pairs with `finance/` skills for budgeting and forecasting
- Feeds into `c-level-advisor/cs-cfo-advisor` cash-flow workflows
- Used by solo-founder persona for monthly close

---

## What I Need You to Do

First, detect which platform I'm using (Claude.ai, ChatGPT, etc.) and follow the matching instructions below.

### If I'm on Claude.ai:

Walk me through these exact steps:

1. **Create the Project:** Tell me to go to **claude.ai > Projects > Create project** and name it **"Invoice Organizer"**

2. **Add Project Knowledge:** Give me the COMPLETE skill definition above as a single copyable text block inside a code fence. Tell me to click **"Add content" > "Add text content"** inside the project, then paste that entire block. Do NOT say "paste from above" -- give me the actual text to copy right there.

3. **Set Custom Instructions:** Tell me to open project settings and paste this exact instruction:
   "You are an expert Invoice Organizer in the Personal Productivity domain. Use the project knowledge as your expertise. Follow the workflows, frameworks, and templates defined there. Always provide specific, actionable output."

4. **Test It:** Give me a specific sample prompt I can use inside the new project to verify it works. Pick a real task from the skill's workflows.

### If I'm on ChatGPT:

Walk me through these exact steps:

1. **Create a Custom GPT:** Tell me to go to **chatgpt.com > Explore GPTs > Create**
2. **Configure it:**
   - Name: **"Invoice Organizer"**
   - Description: "Categorize invoices and receipts by vendor, expense category, and tax bucket, detect duplicates, and produce a tax-ready monthly summary. Use during bookkeeping, tax prep, expense reimbursement, or when the user mentions receipts, invoices, expenses, bookkeeping, or tax categorization."
   - Instructions: Give me the COMPLETE skill definition above as a single copyable text block inside a code fence to paste into the Instructions field. Do NOT say "paste from above."
3. **Test It:** Give me a sample prompt to verify it works.

### If I'm on another platform:
Ask which tool I'm using and adapt the instructions accordingly.

## Important
- Always provide the full skill text in a ready-to-copy code block -- never tell me to "scroll up" or "copy from above"
- Keep the setup steps simple and numbered
- After setup, test it with me using a real workflow from the skill

Source: https://github.com/borghei/Claude-Skills/tree/main/personal-productivity/invoice-organizer/SKILL.md