name: invoice-expense-processor
description: Extract, categorize, and structure data from invoices, receipts, and expense reports for bookkeeping, reimbursement, and tax preparation. Use this skill whenever a user uploads invoices, receipts, bills, or expense reports and wants line items, vendor details, totals, tax amounts, or dates extracted; wants expenses categorized into accounting categories (e.g. travel, meals, software, office supplies); wants duplicate or anomalous expenses flagged; or wants the output structured into a spreadsheet, CSV, or accounting-system-ready format. Trigger even if the user just says "process these receipts," "clean up my expenses," or "get this ready for my accountant."
compatibility: Works with PDF, image (JPG/PNG/HEIC), and CSV inputs. Best paired with a code execution environment for batch processing and spreadsheet output.

Invoice & Expense Processor

Turns messy invoices, receipts, and expense reports into clean, structured, categorized financial data ready for bookkeeping, reimbursement, or tax filing.

What this skill does

1. Extracts vendor, date, line items, subtotal, tax, tip, total, currency, and payment method from each document.
2. Categorizes each expense into standard accounting categories.
3. Flags anomalies: duplicates, missing receipts, amounts over policy thresholds, or inconsistent totals.
4. Outputs a clean structured table (CSV/spreadsheet) plus a short summary.

Workflow

Step 1 — Intake

Identify every document provided (uploaded files, pasted text, or images of receipts). List them before processing so nothing is missed. If a file can't be read (blurry photo, corrupted PDF), flag it rather than guessing at values.

Step 2 — Extract fields per document

For each invoice/receipt, extract:

Never fabricate a value that isn't visible or inferable — mark it unknown and flag for the user rather than guessing.

Step 3 — Categorize

Apply standard business expense categories unless the user specifies their own chart of accounts:

• Travel (flights, lodging, rideshare, parking, mileage)
• Meals & Entertainment
• Software & Subscriptions
• Office Supplies & Equipment
• Professional Services (legal, accounting, contractors)
• Marketing & Advertising
• Utilities & Rent
• Other / Uncategorized

Note where a category is ambiguous (e.g. a laptop could be Office Equipment or a capital asset) and ask the user or flag it rather than silently picking one, especially near tax-relevant thresholds.

Step 4 — Flag anomalies

Check for and flag:

• Duplicates — same vendor + amount + date appearing more than once
• Policy overages — if the user has stated a per-category limit (e.g. meals under $75)
• Math mismatches — subtotal + tax + tip ≠ total
• Missing receipts — a line item in an expense report with no attached document
• Personal-looking charges mixed into a business batch (best judgment, flag don't assume)

Step 5 — Output

Default output: a table with one row per expense, columns matching Step 2's fields plus Category and Flags. Offer to export as CSV/XLSX if the user wants it in a spreadsheet, or format for common accounting tools (e.g. QuickBooks/Xero-style CSV columns) if they name one.

Close with a short summary: total spend, spend by category, and a bullet list of anything flagged for the user's attention.

Output format example

Vendor        | Date       | Category      | Subtotal | Tax  | Total  | Flags
Uber          | 2026-07-12 | Travel        | 24.00    | 0.00 | 24.00  |
Adobe         | 2026-07-01 | Software      | 52.99    | 0.00 | 52.99  |
Delta Airlines| 2026-07-12 | Travel        | 340.00   | 28.00| 368.00 | Duplicate of line 8

Edge cases

• Foreign currency: convert only if the user asks, and always show the original currency alongside any converted figure. State the exchange rate and date used.
• Handwritten or low-quality receipts: extract what's legible, mark unclear fields unknown, never guess numeric totals.
• Split expenses (e.g. a group dinner): ask the user how they want it divided rather than assuming an even split.
• Recurring subscriptions: note when a charge looks like a recurring subscription so the user can decide whether to review it separately.

What this skill does not do

• Does not provide tax advice or determine deductibility — categorization is for organizational purposes only. Tell the user to confirm deductibility with their accountant.
• Does not file or submit anything on the user's behalf.
• Does not store or transmit uploaded financial documents anywhere beyond the current task.