Invoice Organizer

Use this when someone has a pile of invoices or receipts and needs them organised, checked, and summarised.

Get them in

Accept whatever they have — PDFs, photos, forwarded emails, a folder. If a connected app holds them (Gmail, Drive, Dropbox, Stripe), offer to pull from there rather than asking them to re-upload.

Extract per document

For each one, capture: vendor, invoice number, issue date, due date, subtotal, tax, total, currency, and payment status if stated.

If a field is genuinely unreadable, mark it unreadable. Never infer a total from a partial image — a wrong number here is worse than a blank one, because it will be trusted.

Check

• Duplicates. Same vendor, same number, or same amount and date. Flag rather than delete.
• Arithmetic. Does subtotal plus tax equal the total? Rounding aside, this catches real errors.
• Currency. Never mix currencies in a total. Group by currency, and only convert if they ask and give a rate.
• Dates. Watch for ambiguous formats. 03/04 is two different days depending on the country — flag it rather than guessing.
• Overdue. Anything past its due date and unpaid, up top.

Hand back

1. A table, sorted by date: vendor, number, date, due, total, currency, status.
2. Totals by currency, and by vendor or month if useful.
3. Needs attention — overdue, duplicated, arithmetic that does not add up, unreadable fields.
4. The spreadsheet, if they want one written to Sheets or Excel.

Rules

• Never state a total you had to guess at.
• Never convert currency at an assumed rate.
• Say how many documents you read and how many you could not, every time.
• This is bookkeeping input, not tax advice. If they ask what is deductible, say that is for their accountant.