🧾 finance recipe
Invoice & Receipt Collector AI Routine for Mac
Scan your inbox for invoices and receipts and compile a tidy expense list for the month.
Who it's for
Freelancers, founders, and anyone who dreads expense season and wants invoices and receipts gathered automatically.
What lands in your morning
A weekly roundup of every invoice and receipt that hit your inbox: vendor, amount, date, and category, compiled into a tidy expense list ready for your bookkeeper.
The exact prompt
Paste this into a new routine.
Scan my Gmail for invoices and receipts received this week. For each one, pull the vendor, the amount and currency, the date, and a sensible expense category (software, travel, meals, etc.). Compile them into a clean table sorted by date, total the spend, and flag any email that looks like a bill I have not paid yet. Note any receipt that is missing an amount so I can check it.
Schedule
Every Friday at 6:00 PM
cron: 0 18 * * 5
Intelligence
Balanced tier
Set per routine to control spend.
Required connectors
Set it up
Running in under a minute.
Step 01
Install Routines
Download the DMG, drag to Applications, and sign in with Google once.
Step 02
Connect Gmail
One-click OAuth connects the Gmail account your receipts arrive in. Tokens stay on your Mac.
Step 03
Pick the Invoice & Receipt Collector recipe
Choose Invoice & Receipt Collector from the library, or paste the example prompt into a new routine.
Step 04
Set the schedule
Keep the default Friday 6:00 PM, or run it monthly to match your bookkeeping cycle.
Sample output
What a run looks like.
Expenses · week of June 9
Done- 11 receipts found: total 1,284 EUR across 5 categories.
- Software 612 EUR, travel 430 EUR, meals 242 EUR.
- Flagged: 1 unpaid invoice, 1 receipt missing an amount.
Saved to your local output history · never uploaded
FAQ
Questions about this recipe.
Does it read receipts inside PDF attachments?
Yes. Routines parses attachments locally and PDFs are text-extracted on-device, so it can pull amounts and vendors from attached invoices, not just the email body.
Can it categorize expenses the way my accountant wants?
Yes. Name your expense categories in the prompt and the routine sorts each receipt accordingly. Edit the list anytime to match your chart of accounts.
Does it pay or forward anything automatically?
No. It only reads and compiles. You review the list, and you can extend the prompt to email the summary to your bookkeeper after you approve it.
Is my financial data kept private?
Yes. The routine reads mail through the local Gmail connector and writes the list to local output history. Your receipts and totals never leave your Mac.
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Run Invoice & Receipt Collector on your Mac.
Install Routines, paste the prompt, set the schedule. It runs locally and the output stays on your machine.
Download