invoice-organizer · Invoice Filing Assistant
invoice-organizer turns a chaotic folder of invoices and receipts into a tax-ready filing system: it reads PDFs, scans, screenshots, and email attachments, extracts vendor, invoice number, date, amount, and line descriptions, renames everything to a standard YYYY-MM-DD Vendor - Invoice - Description format, and files it by vendor, expense category, or time period.
Originals are preserved (copies, not moves), and a CSV ledger of every invoice is produced for the accountant or accounting software.
Example invocation: "Organize the invoices in this folder for taxes."
Full brief
Positioning
invoice-organizer is the automatic archivist for invoices and receipts: a pile of messily named PDFs, scans, and screenshots becomes a uniformly named, categorized, ledger-backed filing system — ready for tax season, reimbursement, or audit. It organizes; it does not do bookkeeping or tax math.
Core capabilities
- Reads invoice content: extracts vendor/company name, invoice number, date, amount, product or service description, and payment method from PDFs, images, email attachments, screenshots, and bank statements.
- Standard renaming:
YYYY-MM-DD Vendor - Invoice - ProductOrService.ext(e.g.2024-03-15 Adobe - Invoice - Creative Cloud.pdf). - Logical filing: by vendor, expense category (software/office/travel), time period (year/quarter/month), or tax category (deductible/personal).
- Originals preserved: copies to the new structure by default; moves only on request.
- CSV ledger: date, vendor, invoice number, description, amount, category, and file path — importable into accounting software or handable to an accountant.
- Exception handling: files with unextractable info are flagged for manual review (filename clues or file date as fallback); duplicate invoices are compared and the best copy kept.
Workflow
- Scan the folder: file count, types, date range, current organization
- Extract key fields from each file (PDF text / visible text on images)
- Choose the filing strategy: vendor / category / date / tax category (default: year/category/vendor)
- Generate standardized filenames
- Present the plan (structure + before/after samples); execute on approval
- Generate the CSV ledger
- Completion summary: counts, date range, vendor count, review list
Inputs & outputs
| Input | Notes |
|---|---|
| Invoice/receipt files | PDF, JPG, PNG, email attachments, screenshots, bank statements — in one folder |
| Filing strategy | Optional (vendor / category / date / tax / custom; default year/category/vendor) |
Output: organized folder structure + invoice-summary.csv + completion summary (with manual-review list).
Boundaries with adjacent skills
- data-report (general tools): turns structured data into visualization pages; this skill reads, renames, and files financial documents.
Fit
- Tax-season cleanup of a year's invoices and receipts
- Monthly expense reconciliation for small businesses
- Reimbursement packets and voucher archiving
- Accountants needing tidy digital vouchers with a ledger
Before you start
- No API key.
- Gather all invoices into one folder first; save email invoices as PDF beforehand.
- Files with missing info land on the manual-review list; the full plan is shown for approval before anything moves.
invoice-organizer is part of the Aiglade Skill library. Invoke it from the Aiglade chat box in plain language.