financial-document-management

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Chinese

Invoice Organizer

发票整理工具

This skill transforms chaotic folders of invoices, receipts, and financial documents into a clean, tax-ready filing system without manual effort.

本工具无需手动操作，即可将杂乱的发票、收据和财务文档文件夹转换为清晰的、可用于报税的归档系统。

When to Use This Skill

何时使用该工具

Preparing for tax season and need organized records
Managing business expenses across multiple vendors
Organizing receipts from a messy folder or email downloads
Setting up automated invoice filing for ongoing bookkeeping
Archiving financial records by year or category
Reconciling expenses for reimbursement
Preparing documentation for accountants

准备报税季，需要整理有序的记录
管理来自多个供应商的业务开支
整理杂乱文件夹或邮件下载中的收据
为持续记账设置自动化发票归档
按年份或类别归档财务记录
核对开支以便报销
为会计师准备相关文件

What This Skill Does

本工具功能

Reads Invoice Content: Extracts information from PDFs, images, and documents:
- Vendor/company name
- Invoice number
- Date
- Amount
- Product or service description
- Payment method

Renames Files Consistently: Creates standardized filenames:

Format:

YYYY-MM-DD Vendor - Invoice - ProductOrService.pdf

Examples:

2024-03-15 Adobe - Invoice - Creative Cloud.pdf

Organizes by Category: Sorts into logical folders:
- By vendor
- By expense category (software, office, travel, etc.)
- By time period (year, quarter, month)
- By tax category (deductible, personal, etc.)
Handles Multiple Formats: Works with:
- PDF invoices
- Scanned receipts (JPG, PNG)
- Email attachments
- Screenshots
- Bank statements
Maintains Originals: Preserves original files while organizing copies

读取发票内容：从PDF、图片和文档中提取信息：
- 供应商/公司名称
- 发票编号
- 日期
- 金额
- 产品或服务描述
- 付款方式

统一重命名文件：创建标准化文件名：

格式：

YYYY-MM-DD Vendor - Invoice - ProductOrService.pdf

示例：

2024-03-15 Adobe - Invoice - Creative Cloud.pdf

按类别整理：按逻辑文件夹分类：
- 按供应商
- 按开支类别（软件、办公、差旅等）
- 按时间段（年、季度、月）
- 按税务类别（可抵扣、个人等）
支持多种格式：兼容：
- PDF发票
- 扫描收据（JPG、PNG）
- 邮件附件
- 截图
- 银行对账单
保留原文件：在整理副本的同时保留原文件

How to Use

使用方法

Basic Usage

基础用法

Navigate to your messy invoice folder:

cd ~/Desktop/receipts-to-sort

Then ask Claude Code:

Organize these invoices for taxes

Or more specifically:

Read all invoices in this folder, rename them to 
"YYYY-MM-DD Vendor - Invoice - Product.pdf" format, 
and organize them by vendor

导航到杂乱的发票文件夹：

cd ~/Desktop/receipts-to-sort

然后向Claude Code发出指令：

Organize these invoices for taxes

或者更具体的指令：

Read all invoices in this folder, rename them to 
"YYYY-MM-DD Vendor - Invoice - Product.pdf" format, 
and organize them by vendor

Advanced Organization

高级整理

Organize these invoices:
1. Extract date, vendor, and description from each file
2. Rename to standard format
3. Sort into folders by expense category (Software, Office, Travel, etc.)
4. Create a CSV spreadsheet with all invoice details for my accountant

Organize these invoices:
1. Extract date, vendor, and description from each file
2. Rename to standard format
3. Sort into folders by expense category (Software, Office, Travel, etc.)
4. Create a CSV spreadsheet with all invoice details for my accountant

Instructions

操作流程

When a user requests invoice organization:

Scan the Folder

Identify all invoice files:
bash
```
# Find all invoice-related files
find . -type f $ -name "*.pdf" -o -name "*.jpg" -o -name "*.png" $ -print
```
Report findings:
- Total number of files
- File types
- Date range (if discernible from names)
- Current organization (or lack thereof)
Extract Information from Each File

For each invoice, extract:

From PDF invoices:
- Use text extraction to read invoice content
- Look for common patterns:
  - "Invoice Date:", "Date:", "Issued:"
  - "Invoice #:", "Invoice Number:"
  - Company name (usually at top)
  - "Amount Due:", "Total:", "Amount:"
  - "Description:", "Service:", "Product:"
From image receipts:
- Read visible text from images
- Identify vendor name (often at top)
- Look for date (common formats)
- Find total amount
Fallback for unclear files:
- Use filename clues
- Check file creation/modification date
- Flag for manual review if critical info missing

Determine Organization Strategy

Ask user preference if not specified:

markdown

I found [X] invoices from [date range].

How would you like them organized?

1. **By Vendor** (Adobe/, Amazon/, Stripe/, etc.)
2. **By Category** (Software/, Office Supplies/, Travel/, etc.)
3. **By Date** (2024/Q1/, 2024/Q2/, etc.)
4. **By Tax Category** (Deductible/, Personal/, etc.)
5. **Custom** (describe your structure)

Or I can use a default structure: Year/Category/Vendor

Create Standardized Filename

For each invoice, create a filename following this pattern:
```
YYYY-MM-DD Vendor - Invoice - Description.ext
```
Examples:
- ```
2024-03-15 Adobe - Invoice - Creative Cloud.pdf
```
- ```
2024-01-10 Amazon - Receipt - Office Supplies.pdf
```
- ```
2023-12-01 Stripe - Invoice - Monthly Payment Processing.pdf
```
Filename Best Practices:
- Remove special characters except hyphens
- Capitalize vendor names properly
- Keep descriptions concise but meaningful
- Use consistent date format (YYYY-MM-DD) for sorting
- Preserve original file extension

Execute Organization

Before moving files, show the plan:

markdown

# Organization Plan

## Proposed Structure

Invoices/ ├── 2023/ │ ├── Software/ │ │ ├── Adobe/ │ │ └── Microsoft/ │ ├── Services/ │ └── Office/ └── 2024/ ├── Software/ ├── Services/ └── Office/


## Sample Changes

Before: `invoice_adobe_march.pdf`
After: `2024-03-15 Adobe - Invoice - Creative Cloud.pdf`
Location: `Invoices/2024/Software/Adobe/`

Before: `IMG_2847.jpg`
After: `2024-02-10 Staples - Receipt - Office Supplies.jpg`
Location: `Invoices/2024/Office/Staples/`

Process [X] files? (yes/no)

After approval:

bash

# Create folder structure
mkdir -p "Invoices/2024/Software/Adobe"

# Copy (don't move) to preserve originals
cp "original.pdf" "Invoices/2024/Software/Adobe/2024-03-15 Adobe - Invoice - Creative Cloud.pdf"

# Or move if user prefers
mv "original.pdf" "new/path/standardized-name.pdf"

Generate Summary Report

Create a CSV file with all invoice details:

csv

Date,Vendor,Invoice Number,Description,Amount,Category,File Path
2024-03-15,Adobe,INV-12345,Creative Cloud,52.99,Software,Invoices/2024/Software/Adobe/2024-03-15 Adobe - Invoice - Creative Cloud.pdf
2024-03-10,Amazon,123-4567890-1234567,Office Supplies,127.45,Office,Invoices/2024/Office/Amazon/2024-03-10 Amazon - Receipt - Office Supplies.pdf
...

This CSV is useful for:

Importing into accounting software
Sharing with accountants
Expense tracking and reporting
Tax preparation

Provide Completion Summary

markdown

# Organization Complete! 📊

## Summary
- **Processed**: [X] invoices
- **Date range**: [earliest] to [latest]
- **Total amount**: $[sum] (if amounts extracted)
- **Vendors**: [Y] unique vendors

## New Structure

Invoices/ ├── 2024/ (45 files) │ ├── Software/ (23 files) │ ├── Services/ (12 files) │ └── Office/ (10 files) └── 2023/ (12 files)


## Files Created
- `/Invoices/` - Organized invoices
- `/Invoices/invoice-summary.csv` - Spreadsheet for accounting
- `/Invoices/originals/` - Original files (if copied)

## Files Needing Review
[List any files where information couldn't be extracted completely]

## Next Steps
1. Review the `invoice-summary.csv` file
2. Check files in "Needs Review" folder
3. Import CSV into your accounting software
4. Set up auto-organization for future invoices

Ready for tax season! 🎉

当用户请求整理发票时：

扫描文件夹

识别所有发票文件：
bash
```
# Find all invoice-related files
find . -type f $ -name "*.pdf" -o -name "*.jpg" -o -name "*.png" $ -print
```
报告扫描结果：
- 文件总数
- 文件类型
- 日期范围（如果可从文件名识别）
- 当前整理状态（或无整理）
从每个文件提取信息

针对每张发票，提取以下信息：

从PDF发票提取：
- 使用文本提取功能读取发票内容
- 查找常见模式：
  - "Invoice Date:", "Date:", "Issued:"
  - "Invoice #:", "Invoice Number:"
  - 公司名称（通常在顶部）
  - "Amount Due:", "Total:", "Amount:"
  - "Description:", "Service:", "Product:"
从图片收据提取：
- 读取图片中的可见文本
- 识别供应商名称（通常在顶部）
- 查找日期（常见格式）
- 提取总金额
信息不清晰时的备选方案：
- 使用文件名线索
- 查看文件创建/修改日期
- 若关键信息缺失，标记为需手动审核

确定整理策略

如果用户未指定偏好，询问用户：

markdown

我找到了[X]张发票，日期范围为[起始日期]至[结束日期]。

您希望如何整理这些发票？

1. **按供应商**（Adobe/, Amazon/, Stripe/, etc.）
2. **按类别**（Software/, Office Supplies/, Travel/, etc.）
3. **按日期**（2024/Q1/, 2024/Q2/, etc.）
4. **按税务类别**（Deductible/, Personal/, etc.）
5. **自定义**（描述您的结构）

或者我可以使用默认结构：Year/Category/Vendor

创建标准化文件名

为每张发票创建符合以下模式的文件名：
```
YYYY-MM-DD Vendor - Invoice - Description.ext
```
示例：
- ```
2024-03-15 Adobe - Invoice - Creative Cloud.pdf
```
- ```
2024-01-10 Amazon - Receipt - Office Supplies.pdf
```
- ```
2023-12-01 Stripe - Invoice - Monthly Payment Processing.pdf
```
文件名最佳实践：
- 除连字符外，移除特殊字符
- 正确大写供应商名称
- 描述简洁但有意义
- 使用一致的日期格式（YYYY-MM-DD）以便排序
- 保留原文件扩展名

执行整理操作

在移动文件前，展示整理计划：

markdown

# 整理计划

## 建议的文件夹结构


## 示例修改

原文件名：`invoice_adobe_march.pdf`
新文件名：`2024-03-15 Adobe - Invoice - Creative Cloud.pdf`
存放位置：`Invoices/2024/Software/Adobe/`

原文件名：`IMG_2847.jpg`
新文件名：`2024-02-10 Staples - Receipt - Office Supplies.jpg`
存放位置：`Invoices/2024/Office/Staples/`

是否处理[X]个文件？（是/否）

获得批准后执行：

bash

# 创建文件夹结构
mkdir -p "Invoices/2024/Software/Adobe"

# 复制（不移动）以保留原文件
cp "original.pdf" "Invoices/2024/Software/Adobe/2024-03-15 Adobe - Invoice - Creative Cloud.pdf"

# 若用户偏好移动文件则使用：
mv "original.pdf" "new/path/standardized-name.pdf"

生成汇总报告

创建包含所有发票详情的CSV文件：

csv

Date,Vendor,Invoice Number,Description,Amount,Category,File Path
2024-03-15,Adobe,INV-12345,Creative Cloud,52.99,Software,Invoices/2024/Software/Adobe/2024-03-15 Adobe - Invoice - Creative Cloud.pdf
2024-03-10,Amazon,123-4567890-1234567,Office Supplies,127.45,Office,Invoices/2024/Office/Amazon/2024-03-10 Amazon - Receipt - Office Supplies.pdf
...

该CSV文件可用于：

导入至会计软件
与会计师共享
开支追踪与报告
报税准备

提供完成总结

markdown

# 整理完成！📊

## 总结
- **已处理**：[X]张发票
- **日期范围**：[最早日期]至[最晚日期]
- **总金额**：$[总和]（若已提取金额）
- **供应商数量**：[Y]个独特供应商

## 新文件夹结构

Invoices/ ├── 2024/ (45 files) │ ├── Software/ (23 files) │ ├── Services/ (12 files) │ └── Office/ (10 files) └── 2023/ (12 files)


## 已创建文件
- `/Invoices/` - 整理后的发票
- `/Invoices/invoice-summary.csv` - 会计用电子表格
- `/Invoices/originals/` - 原文件（若为复制操作）

## 需审核的文件
[列出所有无法完整提取信息的文件]

## 后续步骤
1. 查看`invoice-summary.csv`文件
2. 检查“需审核”文件夹中的文件
3. 将CSV导入您的会计软件
4. 为未来的发票设置自动整理

已为报税季做好准备！🎉

Examples

示例

Example 1: Tax Preparation (From Martin Merschroth)

示例1：报税准备（来自Martin Merschroth）

User: "I have a messy folder of invoices for taxes. Sort them and rename properly."

Process:

Scans folder: finds 147 PDFs and images
Reads each invoice to extract:
- Date
- Vendor name
- Invoice number
- Product/service description

Renames all files:

YYYY-MM-DD Vendor - Invoice - Product.pdf

Organizes into:
```
2024/Software/
```
,
```
2024/Travel/
```
, etc.
Creates
```
invoice-summary.csv
```
for accountant
Result: Tax-ready organized invoices in minutes

用户：“我有一个杂乱的发票文件夹用于报税。请整理并正确重命名。”

处理流程：

扫描文件夹：找到147个PDF和图片文件
读取每张发票以提取：
- 日期
- 供应商名称
- 发票编号
- 产品/服务描述

重命名所有文件为：

YYYY-MM-DD Vendor - Invoice - Product.pdf

格式

整理至
```
2024/Software/
```
、
```
2024/Travel/
```
等文件夹
为会计师创建
```
invoice-summary.csv
```
文件
结果：几分钟内完成可用于报税的发票整理

Example 2: Monthly Expense Reconciliation

示例2：月度开支核对

User: "Organize my business receipts from last month by category."

Output:

markdown

undefined

用户：“请按类别整理我上个月的业务收据。”

输出：

markdown

undefined

March 2024 Receipts Organized

2024年3月收据已整理

By Category

按类别统计

Software & Tools: $847.32 (12 invoices)
Office Supplies: $234.18 (8 receipts)
Travel & Meals: $1,456.90 (15 receipts)
Professional Services: $2,500.00 (3 invoices)

Total: $5,038.40

All receipts renamed and filed in:

Business-Receipts/2024/03-March/[Category]/

CSV export:

march-2024-expenses.csv

undefined

软件与工具：$847.32（12张发票）
办公用品：$234.18（8张收据）
差旅与餐饮：$1,456.90（15张收据）
专业服务：$2,500.00（3张发票）

总计：$5,038.40

所有收据已重命名并存放在：

Business-Receipts/2024/03-March/[Category]/

CSV导出文件：

march-2024-expenses.csv

undefined

Example 3: Multi-Year Archive

示例3：多年归档

User: "I have 3 years of random invoices. Organize them by year, then by vendor."

Output: Creates structure:

Invoices/
├── 2022/
│   ├── Adobe/
│   ├── Amazon/
│   └── ...
├── 2023/
│   ├── Adobe/
│   ├── Amazon/
│   └── ...
└── 2024/
    ├── Adobe/
    ├── Amazon/
    └── ...

Each file properly renamed with date and description.

用户：“我有3年的零散发票。请按年份整理，再按供应商分类。”

输出：创建如下结构：

Invoices/
├── 2022/
│   ├── Adobe/
│   ├── Amazon/
│   └── ...
├── 2023/
│   ├── Adobe/
│   ├── Amazon/
│   └── ...
└── 2024/
    ├── Adobe/
    ├── Amazon/
    └── ...

每个文件均已按日期和描述正确重命名。

Example 4: Email Downloads Cleanup

示例4：邮件下载文件清理

User: "I download invoices from Gmail. They're all named 'invoice.pdf', 'invoice(1).pdf', etc. Fix this mess."

Output:

markdown

Found 89 files all named "invoice*.pdf"

Reading each file to extract real information...

Renamed examples:
- invoice.pdf → 2024-03-15 Shopify - Invoice - Monthly Subscription.pdf
- invoice(1).pdf → 2024-03-14 Google - Invoice - Workspace.pdf
- invoice(2).pdf → 2024-03-10 Netlify - Invoice - Pro Plan.pdf

All files renamed and organized by vendor.

用户：“我从Gmail下载了发票，文件名都是'invoice.pdf'、'invoice(1).pdf'等。请整理这个混乱的文件夹。”

输出：

markdown

找到89个文件名均为"invoice*.pdf"的文件

正在读取每个文件以提取真实信息...

重命名示例：
- invoice.pdf → 2024-03-15 Shopify - Invoice - Monthly Subscription.pdf
- invoice(1).pdf → 2024-03-14 Google - Invoice - Workspace.pdf
- invoice(2).pdf → 2024-03-10 Netlify - Invoice - Pro Plan.pdf

所有文件已重命名并按供应商整理。

Common Organization Patterns

常见整理模式

By Vendor (Simple)

按供应商（简单模式）

Invoices/
├── Adobe/
├── Amazon/
├── Google/
└── Microsoft/

Invoices/
├── Adobe/
├── Amazon/
├── Google/
└── Microsoft/

By Year and Category (Tax-Friendly)

按年份和类别（报税友好型）

Invoices/
├── 2023/
│   ├── Software/
│   ├── Hardware/
│   ├── Services/
│   └── Travel/
└── 2024/
    └── ...

Invoices/
├── 2023/
│   ├── Software/
│   ├── Hardware/
│   ├── Services/
│   └── Travel/
└── 2024/
    └── ...

By Quarter (Detailed Tracking)

按季度（详细追踪）

Invoices/
├── 2024/
│   ├── Q1/
│   │   ├── Software/
│   │   ├── Office/
│   │   └── Travel/
│   └── Q2/
│       └── ...

Invoices/
├── 2024/
│   ├── Q1/
│   │   ├── Software/
│   │   ├── Office/
│   │   └── Travel/
│   └── Q2/
│       └── ...

By Tax Category (Accountant-Ready)

按税务类别（适合会计师使用）

Invoices/
├── Deductible/
│   ├── Software/
│   ├── Office/
│   └── Professional-Services/
├── Partially-Deductible/
│   └── Meals-Travel/
└── Personal/

Invoices/
├── Deductible/
│   ├── Software/
│   ├── Office/
│   └── Professional-Services/
├── Partially-Deductible/
│   └── Meals-Travel/
└── Personal/

Automation Setup

自动化设置

For ongoing organization:

Create a script that watches my ~/Downloads/invoices folder 
and auto-organizes any new invoice files using our standard 
naming and folder structure.

This creates a persistent solution that organizes invoices as they arrive.

如需持续整理：

Create a script that watches my ~/Downloads/invoices folder 
and auto-organizes any new invoice files using our standard 
naming and folder structure.

这将创建一个持久化解决方案，在发票到达时自动进行整理。

Pro Tips

专业技巧

Scan emails to PDF: Use Preview or similar to save email invoices as PDFs first
Consistent downloads: Save all invoices to one folder for batch processing
Monthly routine: Organize invoices monthly, not annually
Backup originals: Keep original files before reorganizing
Include amounts in CSV: Useful for budget tracking
Tag by deductibility: Note which expenses are tax-deductible
Keep receipts 7 years: Standard audit period

将邮件扫描为PDF：先使用Preview等工具将邮件中的发票保存为PDF
统一下载位置：将所有发票保存到一个文件夹以便批量处理
月度整理习惯：每月整理发票，而非每年
备份原文件：在整理前保留原文件
在CSV中包含金额：有助于预算追踪
按可抵扣性标记：记录哪些开支可抵扣税款
保留收据7年：标准审计周期

Handling Special Cases

特殊情况处理

Missing Information

信息缺失

If date/vendor can't be extracted:

Flag file for manual review
Use file modification date as fallback
Create "Needs-Review/" folder

如果无法提取日期/供应商信息：

将文件标记为需手动审核
使用文件修改日期作为备选
创建“Needs-Review/”文件夹

Duplicate Invoices

重复发票

If same invoice appears multiple times:

Compare file hashes
Keep highest quality version
Note duplicates in summary

如果同一张发票出现多次：

比较文件哈希值
保留质量最高的版本
在总结中注明重复项

Multi-Page Invoices

多页发票

For invoices split across files:

Merge PDFs if needed
Use consistent naming for parts
Note in CSV if invoice is split

对于拆分到多个文件的发票：

如有需要合并PDF
对各部分使用一致的命名
在CSV中注明发票已拆分

Non-Standard Formats

非标准格式

For unusual receipt formats:

Extract what's possible
Standardize what you can
Flag for review if critical info missing

对于不常见的收据格式：

提取尽可能多的信息
标准化可处理的部分
若关键信息缺失，标记为需审核

financial-document-management

Original

Translation

Invoice Organizer

发票整理工具

When to Use This Skill

何时使用该工具

What This Skill Does

本工具功能

How to Use

使用方法

Basic Usage

基础用法

Advanced Organization

高级整理

Instructions

操作流程

Examples

示例

Example 1: Tax Preparation (From Martin Merschroth)

示例1：报税准备（来自Martin Merschroth）

Example 2: Monthly Expense Reconciliation

示例2：月度开支核对

March 2024 Receipts Organized

2024年3月收据已整理

By Category

按类别统计

Example 3: Multi-Year Archive

示例3：多年归档

Example 4: Email Downloads Cleanup

示例4：邮件下载文件清理

Common Organization Patterns

常见整理模式

By Vendor (Simple)

按供应商（简单模式）

By Year and Category (Tax-Friendly)

按年份和类别（报税友好型）

By Quarter (Detailed Tracking)

按季度（详细追踪）

By Tax Category (Accountant-Ready)

按税务类别（适合会计师使用）

Automation Setup

自动化设置

Pro Tips

专业技巧

Handling Special Cases

特殊情况处理

Missing Information

信息缺失

Duplicate Invoices

重复发票

Multi-Page Invoices

多页发票

Non-Standard Formats

非标准格式

Related Use Cases

相关使用场景