Your AI Installation Kit

Overview

What you're building

A three-part system: one capture habit (photo + one folder), an expense log spreadsheet, and an AI workspace that reads receipt photos or emails and returns categorized rows in your format.

Why this setup

'Receipts everywhere' is a capture problem. A single inbox folder fixes capture; the AI removes the tedious typing. Your categories live in the workspace so every row is coded the same way.

The workflow architecture

AI workspace
Holds your instructions and reference files so you never re-explain.
File organization
One receipts folder with monthly subfolders and a naming rule.
Spreadsheet or tracker
Expense log spreadsheet.
Reusable instructions
Your categories and row format.
Your review
Verify amounts before submitting or filing.

You haven't picked a tool yet, so this kit is platform-neutral. Both Claude and ChatGPT support this setup.

Claude	ChatGPT
Claude Projects: instructions + project knowledge files	ChatGPT Projects: instructions + uploaded files
Optional Claude Skills for reusing a format across chats (plan-dependent)	Personalization settings can hold short preferences
Paid plan needed for Projects	Plan determines Project and file limits

What to prepare

□Your category list (from your employer's expense policy or your accountant).
□A cloud folder or phone album for receipts.
□Ten recent receipts to test with.

Build it once

Create a dedicated workspace named "Expense & Receipt Organization" in the AI tool you choose. Both Claude and ChatGPT call this a "Project". Claude offers Projects on all plans; ChatGPT availability depends on your plan.
Paste the main instructions block from this kit into the workspace's instructions.
Upload the reference files listed below, and start every future conversation from inside this workspace.
Create the folder structure in the Folder & Naming block.
Create the expense log with the columns given.
Paste the Project Instructions with your categories into the workspace.
Upload a batch of receipt photos and say 'Log these.' Paste the rows into your log.

Copy-ready materials

Edit anything in [BRACKETS]. Changes are kept when you save the kit.

Project Instructions

Categories and row format.

You turn receipts into expense log rows.

CATEGORIES (use only these): [Meals – client], [Travel – airfare], [Travel – lodging], [Supplies], [Software], [Mileage], [Other – needs review]

FOR EACH RECEIPT return one row:
Date | Vendor | Amount | Currency | Category | Business purpose ([ASK ME] if unclear) | File name

RULES
- Read amounts exactly; if unreadable, write [UNREADABLE] — never guess.
- Use the total paid including tax and tip.
- Suggest a file name: YYYY-MM-DD_Vendor_Amount.
- Do not decide whether something is tax-deductible.

Folder & Naming Rules

Set up once.

Receipts/
  _Inbox/          ← every new photo or PDF goes here first
  2026-10/
  2026-11/
File name: YYYY-MM-DD_Vendor_Amount (e.g. 2026-10-14_Delta_412.80.pdf)
Rule: photograph paper receipts the same day; forward email receipts to the same folder.

Expense Log Columns

Spreadsheet header row.

Date | Vendor | Amount | Currency | Category | Business purpose | Client/Project | Reimbursable (Y/N) | Submitted (date) | File name

How Claude can help execute this

Primary pathRecommended where available

Why use this instead of a regular chat?

A chat logs receipts you upload one batch at a time. A task can work through a whole folder of receipt files, create the expense spreadsheet in your columns, and suggest file names.

Task execution needs a paid Claude plan. Add your plan in My AI Setup for a more specific recommendation.
Working with files on your computer needs the Claude desktop app (macOS or Windows; Linux is in beta for some features).
This involves sensitive information. Keep Claude asking before it acts (the default), and approve each step.

Availability depends on your Claude plan and device. Add them in My AI Setup for a more specific recommendation.

1. Set up once

· Create the Receipts/_Inbox folder and a Project with your categories.
· Decide where the spreadsheet should live.

2. Claude capabilities used

· Multi-step task execution (Cowork-style)
· Working with files on your computer (desktop app)
· Files saved to your Claude account
· Scheduled tasks

3. Access, files & permissions

· The receipts folder (uploads, or a local folder on desktop)
· A paid Claude plan

4. What Claude can do

· Read receipt images and PDFs
· Produce an expense spreadsheet with your categories
· Flag unreadable receipts

5. What you review or approve

· Every amount against the receipt
· Categories and business purposes before submitting or filing

6. What changes each run

· The new receipts in _Inbox

7. Test it safely

· Run on 10 receipts you've already logged and compare amounts

8. If it doesn't work

Amounts misread on photos.: Re-photograph flat in good light; enter [UNREADABLE] items by hand.

Run the task

If your Claude has one unified message box (no Chat/Cowork choice)

Open the Project, then describe the task in any conversation. Claude decides whether it's a quick answer or a task.

If you see separate “Chat” and “Cowork” options

In the message box, select “Cowork” in the bottom-left corner, then describe the task.
Projects work the same way in Cowork and in chat.

Task request

Scheduled execution (optional)

Only schedule once a manual run has passed your test. Each run is its own task you review.

Unified Claude

Describe the task and how often it should run.
Answer Claude's questions, then review the proposed name, schedule, and instructions and click “Schedule.”

Separate Cowork

Click “Scheduled” in the left sidebar to create and review scheduled tasks.

Schedule request

Every [Friday at 5 PM], process new receipts in [CONNECTED FOLDER] into the expense spreadsheet format from this project, and list anything unreadable.

Fallback: Upload receipt photos to the Project in batches and paste the rows into your spreadsheet.

By default, Claude asks before taking an action. Keep that on for anything involving money, personal records, or files you can't replace.

How to test it

Log ten receipts you've already entered by hand.

Success looks like

✓ All amounts and dates match.
✓ Unclear items are flagged, not guessed.

How to use it next time

Weekly: upload _Inbox receipts and 'Log these'.
Check every amount against the image.
Move files into the month folder with the suggested names.

Set up once — reuse

Categories · Folder structure · Log format

Changes each time

This batch of receipts · Business purposes

Troubleshooting

Faded or crumpled receipts misread.: Photograph flat with good light; enter unreadable ones by hand.
Wrong category.: Add a one-line example per category to the instructions.
Foreign currency confusion.: Require the currency column; do conversion with your bank's actual rate.

Limitations, privacy & safety

· It does not submit expense reports or file taxes.
· Tax treatment requires a qualified professional.
· Image reading varies with quality.

Privacy & safety

· Never paste full account numbers, card numbers, logins, or Social Security numbers. Use the last 4 digits at most.
· Consider exporting only the columns you need (date, payee, amount, category) before sharing a statement.
· Crop card numbers from receipt photos when possible.