Weekly expense summary, with receipts logged from your inbox
Every Monday the Bot logs new receipts from your email, categorizes the week's spending in your sheet or bookkeeping tool, and lists what's missing a receipt or category before review.
What the Bot is set up to do
- Connect Gmail or Outlook and where you track spending. QuickBooks Online can be connected, and Xero is available as a local plugin.
- Give the Bot your category list and a few past examples so it categorizes the way you do.
- Add a Monday routine. Reminders to teammates go out as drafts until you trust them.
Prompt
Every Monday at 8am:
1. Search my email for receipts and invoices from the last 7 days. Save each PDF to [Google Drive folder]/[year]/[month] and log it in [sheet or QuickBooks]: date, vendor, amount, currency, payment method, category.
2. Use only these categories: [list]. If you're unsure, mark it "Needs review" instead of guessing.
3. Send me a summary: total spent and totals by category, compared with the weekly average of the last 4 weeks. Show the arithmetic.
4. List card charges with no matching receipt, and draft a reminder to whoever made each one.
Never delete emails or change anything already reconciled.Before you run it
- Check categories before your bookkeeper relies on them, and never paste full card or bank account numbers into a chat.
Business fit
Who this helps, and how:
- Local & serviceTrades and shops stop losing receipts between the truck, the inbox and the shoebox.
- AgenciesClient-billable expenses get tagged weekly instead of at invoicing time.
- Solo foundersMonth-end and tax time start from a clean, categorized log.
- Shopify & ecommerceStores see app, shipping and ad spend every week instead of at month-end.
How to adapt it
If your accountant uses a chart of accounts, paste it as the category list so the log matches their books.
For personal charges on a business card, add: "Flag anything from [vendors] as possibly personal."
Compare with 12 weeks instead of 4 if your spending is seasonal.