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Invoice Organizer

Automatically extracts data from invoice PDFs and images, organizes files by vendor and date, generates expense reports, and maintains searchable CSV records.

productivityfinance

Invoice Organizer

Stop manually sorting invoices and expense receipts. This skill extracts key data from PDFs and images, organizes files by vendor and date, generates expense reports, and maintains a searchable CSV database.

Perfect for freelancers, small business owners, accountants, and anyone drowning in invoice PDFs scattered across folders.

Core Features

Invoice Processing

Data Extraction:

  • Invoice dates and numbers
  • Vendor names and details
  • Line items and totals
  • Tax amounts and categories
  • Payment terms and due dates

File Organization:

  • Standardized naming: YYYY-MM-DD_Vendor_InvoiceNumber.pdf
  • Folder structure: Invoices/YYYY/Category/Vendor/
  • Duplicate detection and merging
  • Backup of original files

Report Generation:

  • CSV exports with all extracted data
  • Monthly expense summaries
  • Vendor spending analysis
  • Category breakdowns
  • Tax-ready reports

How It Works

1. Scan Invoice Folder

BASH
# Skill searches for invoice files:
find ~/Documents/Invoices -type f \
  \( -name "*.pdf" -o -name "*.jpg" -o -name "*.png" \)

2. Extract Data

  • Read PDF text content
  • OCR images if needed
  • Parse dates, amounts, vendors
  • Identify invoice numbers
  • Categorize expenses

3. Organize Files

BASH
# Create structured folders:
mkdir -p "Invoices/2024/Software/Adobe"

# Rename and move:
mv "invoice_final_v2.pdf" \
   "Invoices/2024/Software/Adobe/2024-03-15_Adobe_INV-12345.pdf"

4. Generate Reports

CSV
Date,Vendor,Invoice Number,Description,Amount,Category,File Path
2024-03-15,Adobe,INV-12345,Creative Cloud Subscription,52.99,Software,Invoices/2024/Software/Adobe/2024-03-15_Adobe_INV-12345.pdf
2024-03-20,AWS,784392,Cloud Hosting,127.45,Infrastructure,Invoices/2024/Infrastructure/AWS/2024-03-20_AWS_784392.pdf

Usage Examples

Initial setup:

Scan my ~/Documents/Invoices folder. Extract data from all PDFs and images,
organize by year and vendor, and create a master CSV.

Monthly processing:

Process new invoices from March 2024. Add them to the existing
structure and update the expense report CSV.

Vendor analysis:

Show me all Adobe invoices from 2024. Calculate total spent
and check for any missing months.

Tax preparation:

Generate a year-end report for 2024 with all business expenses
categorized for tax filing. Include totals by category.

Folder Structure

Invoices/
├── 2024/
│   ├── Software/
│   │   ├── Adobe/
│   │   │   ├── 2024-01-15_Adobe_INV-11111.pdf
│   │   │   ├── 2024-02-15_Adobe_INV-11112.pdf
│   │   │   └── 2024-03-15_Adobe_INV-12345.pdf
│   │   ├── GitHub/
│   │   └── Figma/
│   ├── Infrastructure/
│   │   ├── AWS/
│   │   ├── Vercel/
│   │   └── DigitalOcean/
│   └── Services/
│       ├── Legal/
│       └── Accounting/
└── 2023/
    └── [similar structure]

Data Extraction Examples

Invoice Recognition:

PDF: "adobe_invoice_march.pdf"

Extracted:
- Date: March 15, 2024
- Vendor: Adobe Inc.
- Invoice #: INV-12345
- Amount: $52.99
- Description: Creative Cloud All Apps
- Category: Software (auto-detected)

OCR from Images:

JPG: "receipt_photo.jpg"

Extracted via OCR:
- Date: March 20, 2024
- Vendor: Office Depot
- Amount: $43.76
- Items: Paper, Pens, Folders
- Category: Office Supplies

Handling Edge Cases:

Partial data found:
- Vendor: Clear (Amazon)
- Date: Clear (2024-03-10)
- Amount: Unclear (multiple line items)

Action: Prompt user to verify total amount

Expense Categories

Auto-categorization:

  • Software (Adobe, GitHub, Figma)
  • Infrastructure (AWS, Vercel, Heroku)
  • Office Supplies (paper, equipment)
  • Services (legal, accounting, consulting)
  • Marketing (ads, social media)
  • Travel (flights, hotels, meals)
  • Equipment (computers, monitors)
  • Utilities (internet, phone)

Custom categories:

Define custom categories:
- Client-Specific: Invoices for specific client projects
- R&D: Research and development expenses
- Training: Courses and certifications

CSV Report Format

CSV
Date,Vendor,Invoice Number,Description,Amount,Tax,Category,Payment Status,Due Date,File Path
2024-01-15,Adobe,INV-11111,Creative Cloud,52.99,4.77,Software,Paid,2024-02-14,Invoices/2024/Software/Adobe/2024-01-15_Adobe_INV-11111.pdf
2024-01-20,AWS,456789,Cloud Services,127.45,0.00,Infrastructure,Paid,2024-02-19,Invoices/2024/Infrastructure/AWS/2024-01-20_AWS_456789.pdf
2024-02-01,Legal Services Inc,LS-2024-02,Trademark Filing,850.00,76.50,Services,Pending,2024-03-03,Invoices/2024/Services/Legal/2024-02-01_LegalServicesInc_LS-2024-02.pdf

Monthly Summary Reports

Expense Summary: March 2024

By Category:
- Software: $312.47 (6 invoices)
- Infrastructure: $542.19 (3 invoices)
- Services: $1,200.00 (2 invoices)
- Office Supplies: $87.43 (4 invoices)
Total: $2,142.09

By Vendor (Top 5):
1. AWS: $542.19
2. Legal Services Inc: $850.00
3. Accounting LLC: $350.00
4. Adobe: $157.47
5. Office Depot: $87.43

Payment Status:
- Paid: $1,792.09 (13 invoices)
- Pending: $350.00 (2 invoices)

Best Practices

File Management:

  • ✅ Always backup original files before processing
  • ✅ Use consistent naming conventions
  • ✅ Keep scanned copies separate from originals
  • ✅ Archive old invoices annually

Data Accuracy:

  • ✅ Review extracted data for accuracy
  • ✅ Verify amounts match PDF/image
  • ✅ Double-check vendor names for consistency
  • ✅ Confirm category assignments

Privacy & Security:

  • ✅ Store invoices in encrypted folders
  • ✅ Limit access to financial directories
  • ✅ Regularly backup CSV reports
  • ✅ Sanitize data before sharing with accountants

Handling Special Cases

Duplicate Invoices:

Found potential duplicate:
- Invoices/Downloads/adobe_march.pdf
- Invoices/2024/Software/Adobe/2024-03-15_Adobe_INV-12345.pdf

MD5 checksums match. Recommend deleting Downloads version.

Missing Information:

Invoice partially processed:
- Date: ✅ 2024-03-15
- Vendor: ❌ Unclear (multiple names on document)
- Amount: ✅ $127.45
- Invoice #: ❌ Not found

Action: Prompt user for vendor name and invoice number

Multi-page Invoices:

Processing multi-page invoice:
- Page 1: Summary and total
- Page 2-3: Line item details
- Page 4: Payment terms

Extracted total from page 1, stored full document.

Tax-Ready Reports

Annual Summary:

Tax Report: 2024

Business Expenses by Category:
┌──────────────────┬───────────┬────────┐
│ Category         │ Amount    │ Count  │
├──────────────────┼───────────┼────────┤
│ Software         │ $3,749.64 │ 72     │
│ Infrastructure   │ $6,508.28 │ 36     │
│ Services         │ $8,400.00 │ 12     │
│ Office Supplies  │ $1,049.16 │ 48     │
│ Travel           │ $2,847.92 │ 15     │
│ Equipment        │ $4,299.00 │ 3      │
├──────────────────┼───────────┼────────┤
│ Total            │ $26,854.00│ 186    │
└──────────────────┴───────────┴────────┘

Total Tax Collected: $2,416.86
Net Business Expenses: $24,437.14

Integration with Accounting Software

Export Formats:

  • CSV for Excel/Google Sheets
  • QBO for QuickBooks import
  • JSON for custom integrations
  • PDF summaries for accountants

Workflow:

  1. Organize invoices with this skill
  2. Generate CSV export
  3. Import to QuickBooks/Xero
  4. Reconcile with bank statements
  5. Archive for tax records

About This Skill

This skill was created by ComposioHQ as part of their collection of Claude Code productivity skills.

Philosophy: Financial organization should be automated to save time and reduce errors. Extract data once, use it everywhere—from expense tracking to tax preparation.

Privacy: All processing happens locally. Your financial documents never leave your machine.

Automatically extracts data from invoice PDFs and images, organizes files by vendor and date, generates expense reports, and maintains searchable CSV records.