Expense Reimbursement

Expense Reimbursement

Organize receipts as expense groups with paired documents and reports, not as flat long filenames.

Bundled Resources

• Use scripts/expense_reimbursement.py init <workspace> to create a usable folder skeleton and manifest template.
• Use scripts/expense_reimbursement.py organize --manifest <csv> --input-root <raw-dir> --output-dir <organized-dir> after invoice data has been extracted into the manifest.
• Use scripts/expense_reimbursement.py validate <organized-dir> before the final response.
• Read references/manifest-schema.md when you need the exact manifest fields.
• Copy or adapt assets/manifest_template.csv when starting from an empty folder.

Required Workflow

1. Scan all supported files recursively: PDF, JPG, JPEG, PNG, WEBP, BMP.
2. Extract, for every file:
   • category: 打车票, 火车飞机票, 住宿费, 餐费, 其他, or 待人工确认
   • amount, tax, invoice number, merchant, buyer, invoice date
   • service date: ride time, flight/train departure date, hotel stay date, meal date; prefer service date over invoice date
   • document role: 发票 for official tax invoices; 凭证 for itinerary/order/waybill/explanation files
3. Detect duplicates by invoice number. If you are highly confident two files are the same invoice (same invoice number, merchant, buyer, amount, and invoice date/content), delete the duplicate file instead of keeping a 发票副本. Only keep a duplicate-like file when it is actually a different supporting document or when confidence is not high; then mark it clearly as 不计入汇总.
4. Pair vouchers with invoices before organizing. Pair when at least two match: same order number, merchant/platform, service date within 1 day, amount within 5%, same category.
5. Move files into this structure:

<报销周期或输入目录>/
├── 打车票/
│   └── 2026-05-25_T3出行_36.70元/
│       ├── 01_2026-05-25_凭证_T3出行_36.70元.pdf
│       └── 02_2026-05-25_发票_某出行服务公司_36.70元.pdf
├── 火车飞机票/
├── 住宿费/
├── 餐费/
├── 其他/
├── 待人工确认/
├── 报销明细.csv
├── 报销汇总.md
└── 报销统计.xlsx

Folder name format:

{service_date}_{merchant_or_platform}_{amount}元

File name format:

{seq}_{service_date}_{发票|凭证|发票副本}_{merchant_or_platform}_{amount}元[_short_note].ext

Use 01, 02, 03 sequence prefixes inside each expense group. If a group has only one invoice, still use 01_....

Reports

Generate all three reports:

• 报销明细.csv: one row per counted invoice, with category, amount, tax, pretax amount, invoice date, service date when known, invoice number, merchant, note, and primary invoice file path.
• 报销汇总.md: category totals, overall total, duplicate/non-counted notes, and a readable detail table.
• 报销统计.xlsx: at least two sheets, 汇总 and 明细, formatted enough for finance review.

Do not count vouchers, explanation files, or non-invoice supporting documents in totals unless the user explicitly asks. Confirmed duplicate invoices should be deleted, not retained as non-counted files.

Cleanup

After extraction and organization, remove nonessential artifacts such as .zip, .ofd, .xml, .DS_Store, and empty folders, but only after the useful PDF/image file has been retained.

Verification

Before final response:

• Verify every CSV file path exists.
• Verify totals in CSV, Markdown, and Excel agree.
• Verify no unsupported leftovers remain unless intentionally preserved.
• Mention confirmed duplicates that were deleted, and mention non-invoice files excluded from totals.