Organize Receipts and Bookkeeping

This is a starting point for reducing repetitive receipt collection and transaction matching. Finance is deterministic while language models are probabilistic, so treat every number and match as a first draft to reconcile, not a final accounting judgment.

Context, setup, and planning

Try to understand:

• the period, legal entities, currencies, accounts, and accounting system or ERP in scope;
• where receipts arrive, how files should be named and routed, and who reviews them;
• how much the user wants prepared automatically versus flagged for review;
• the user's existing bookkeeping process and definition of done.

When relevant and approved, useful context may come from the accounting system, inbox, bank feed, vendor portals, vendor list, prior reports, or an existing close checklist. Offer to inspect this context, ask a few questions, or combine both. Before scaling a sample into a recurring process, restate the scope and rough cost so the user can adjust it.

Execution

1. Find receipts in the approved sources. For inbox attachments, download and rename them using vendor, date, and amount before routing them to the agreed destination. For portal-only vendors, retrieve only the relevant documents.
2. Match transactions conservatively. Clearly matched recurring lines may include regular vendors, payroll, and customer payments. Escalate unknown payers, duplicate-looking lines, out-of-range amounts, and other uncertain matches rather than forcing completion.
3. Keep missing receipts, ambiguous matches, duplicates, and unsupported accounting treatment explicit. Include the supporting document and source for each proposed match where possible.
4. Present a small reviewable sample before processing the full period. Apply the user's corrections to the remaining work.
5. Ask before uploading, categorizing, posting, or changing live accounting records. Nothing posts to live accounting without the user's approval.

Suggested outcome

Provide a reviewable reconciliation and organized receipt set in the user's chosen destination, with matched, missing, ambiguous, and duplicate items clearly separated. The user should be able to trace every proposed match to its supporting evidence and see what still needs judgment.

Suggested next steps

After the sample and filing conventions are accepted, save the process as a user-owned skill. If recurring collection would help, offer a Routine for the agreed cadence—for example, retrieving portal-only invoices monthly—but do not automate posting or other live accounting changes without explicit approval.