Expense Capture

Expense Capture

Turn purchase details into a consistent local record. This skill records information in Hexis; it does not claim to submit an expense to an accounting or reimbursement system.

Workflow

1. Identify the source. Use details pasted by the user, an exact file path they provide, or a targeted email search they request. Do not search broad mail history or filesystem locations to hunt for receipts.
2. Extract without invention. Capture merchant, transaction date, amount, currency, tax or tip when explicit, category, payment method suffix when present, business purpose, reimbursable status, project or client, and a source reference.
3. Mark unknowns. Never infer currency from locale, use the email date as the transaction date, expand a partial card number, or invent a tax split. Ask only for missing fields that materially affect the user's purpose.
4. Check likely duplicates. Use recall for records with the same merchant, date, and amount. If one is similar, show it and ask whether to reuse, correct, or create a separate record.
5. Confirm the record. Present the normalized fields. An explicit request such as "capture this receipt" authorizes saving that shown record; an exploratory request does not.
6. Store with provenance. Use remember for a concise episodic record, including the source kind and reference. Avoid raw receipt bodies and unnecessary personal or payment data.
7. Offer the next action. If reimbursement or follow-up is needed, propose a local, Todoist, or Asana task. Create it only after the user chooses the task system and exact content.

Control and Failure Boundaries

• Never claim an expense was filed, reimbursed, categorized by accounting, or synced externally unless a real tool reports that result.
• Never store full card or bank numbers, authentication data, or irrelevant personal details.
• If a file format cannot be read, preserve the partial structured record and ask for pasted text or a supported export. Say what failed and what the user can do next.