Accounting Workflows

Accounting Workflows

File-based workflow coordinator for Greek accounting operations. This skill defines the processing pipelines, validation rules, and routine templates that guide the OpenClaw agent through standard accounting tasks.

What This Skill Does

This skill provides workflow definitions and validation rules — it tells the agent how to process documents that are already in the local filesystem. It does NOT:

• ❌ Perform OCR (use greek-document-ocr for that)
• ❌ Monitor email inboxes (use greek-email-processor for that)
• ❌ Connect to external APIs or accounting software
• ❌ Submit filings to AADE/EFKA (use greek-compliance-aade / efka-api-integration)
• ❌ Access browser sessions or take screenshots
• ❌ Send emails or client communications (use client-communication-engine)

What it DOES:

• ✅ Define document validation rules (invoice fields, receipt fields, statement fields)
• ✅ Provide workflow templates (daily, monthly, quarterly routines)
• ✅ Specify file routing logic (incoming → processing → client directories)
• ✅ Set confidence thresholds for flagging items for human review
• ✅ Define Greek-specific validation (AFM format, VAT rates, EGLS accounts)

Setup

# 1. Set the data directory
export OPENCLAW_DATA_DIR="/data"

# 2. Ensure jq is installed (used for JSON processing)
which jq || sudo apt install jq

# 3. Create the directory structure
mkdir -p $OPENCLAW_DATA_DIR/{incoming/{invoices,receipts,statements,government},processing,clients}

# 4. No credentials needed — this skill is entirely local

Core Philosophy

• Accuracy First: Every extraction includes confidence scoring and validation
• Audit Trail: All automated actions are logged with timestamps and sources
• Human Oversight: Flag uncertain items for manual review rather than guessing
• File-Based: All data flows through the local filesystem — no hidden API calls
• Workflow Efficiency: Reduce manual data entry from hours to minutes

Document Processing Pipeline

Documents flow through three stages, all within OPENCLAW_DATA_DIR:

/data/incoming/           →  /data/processing/        →  /data/clients/{AFM}/
(raw files placed here)      (validation & extraction)    (final canonical location)

Phase 1: Intake

1. Source: Files placed in /data/incoming/invoices/, /data/incoming/receipts/, or /data/incoming/statements/
2. Format Recognition: PDF, image (JPG/PNG), CSV, Excel
3. Client Assignment: Match to client AFM based on content or filename convention

Phase 2: Validation & Extraction

1. Field Extraction: Structured data extracted from documents (by companion OCR skill if needed)
2. Validation: Apply rules defined below (amount consistency, date logic, AFM format)
3. Confidence Scoring: Flag items below threshold for human review
4. Classification: Categorize by document type and EGLS account code

Phase 3: Filing

1. Client Directory: Write validated JSON to /data/clients/{AFM}/documents/
2. Compliance Update: Update filing records in /data/clients/{AFM}/compliance/
3. Audit Log: Append processing event to audit trail

Document Validation Rules

Invoice Processing

Required Fields:
  - vendor_name: Company issuing the invoice
  - vendor_afm: Supplier AFM (format: ^EL[0-9]{9}$)
  - invoice_number: Unique identifier from vendor
  - invoice_date: Date issued (YYYY-MM-DD)
  - due_date: Payment due date
  - net_amount: Amount before VAT (2 decimal places)
  - vat_amount: VAT charged
  - vat_rate: Must be one of [0.24, 0.13, 0.06, 0.0]
  - total_amount: Final amount due

Validation Rules:
  - total_amount = net_amount + vat_amount (tolerance: 0.01)
  - vat_amount = net_amount * vat_rate (tolerance: 0.01)
  - invoice_date <= due_date
  - vendor_afm matches ^EL[0-9]{9}$
  - Duplicate invoice_number from same vendor flags for review

Receipt Processing

Required Fields:
  - merchant_name: Business name
  - transaction_date: Date of purchase (YYYY-MM-DD)
  - total_amount: Total paid (2 decimal places)
  - payment_method: cash | card | transfer
  - category: EGLS account code

Validation Rules:
  - transaction_date <= current_date
  - total_amount > 0
  - category must be valid EGLS account code

Bank Statement Processing

Required Fields:
  - bank: alpha | nbg | eurobank | piraeus
  - account_iban: Format ^GR[0-9]{25}$
  - statement_period: YYYY-MM
  - opening_balance: Starting balance
  - closing_balance: Ending balance
  - transactions: List of debits and credits

Validation Rules:
  - closing_balance = opening_balance + sum(all_transactions)
  - All transaction dates within statement period
  - IBAN format validated per ISO 13616

Workflow Templates

Daily Routine

1. Check /data/incoming/ for new documents placed since yesterday
2. Validate and route each document through the processing pipeline
3. Flag items with confidence < 90% for human review in /data/processing/flagged/
4. Update /data/clients/{AFM}/compliance/filings.json with any completed processing
5. Generate daily summary report to /data/reports/daily/

Monthly Close (Run after month end)

openclaw accounting monthly-close --period 2026-01 --client EL123456789

# This coordinates:
# 1. Verify all incoming documents for the period are processed
# 2. Check bank reconciliation status (requires greek-banking-integration skill)
# 3. Validate all transactions are categorized with EGLS accounts
# 4. Flag any incomplete items as blockers
# 5. Generate readiness report for financial statement generation

Quarterly Review

1. Run monthly close for all three months
2. Aggregate quarterly VAT totals
3. Prepare quarterly compliance report
4. Generate variance analysis vs. prior quarter

CLI Commands

# Process new documents in incoming folder
openclaw accounting process-invoices --input-dir /data/incoming/invoices/ --greek-format

# Validate and classify receipts
openclaw accounting extract-receipts --input-dir /data/incoming/receipts/ --auto-classify

# Run validation checks on processed data
openclaw accounting validate-documents --vat-check --greek-standards

# Export transactions for a client and period
openclaw accounting export-transactions --client EL123456789 --format csv --period 2026-02

# Batch process all pending documents
openclaw accounting batch-process --type invoices --output-format json

# Check processing status
openclaw accounting status --show-queue --show-errors

File System Layout

OPENCLAW_DATA_DIR:
  incoming/                    # Raw documents placed here by user or companion skills
    invoices/
    receipts/
    statements/
    government/

  processing/                  # Temporary workspace (cleaned after pipeline completes)
    validated/
    classification/
    flagged/                   # Items needing human review

  clients/{AFM}/               # Final canonical location (managed by client-data-management)
    documents/
    compliance/

  reports/                     # Generated reports
    daily/
    monthly/

Companion Skills

This skill works best with these companions (install separately):

Error Handling

# Retry failed processing
openclaw accounting retry-failed --batch-id {id}

# Review flagged items
openclaw accounting manual-review --flagged-documents

# Check system health
openclaw accounting health-check

Safety Guidelines

• Never modify financial records without explicit validation rules
• Always maintain original source documents in /data/incoming/ until archived
• Log all automated actions to the unified audit trail
• Flag items below confidence threshold — never guess
• Maintain strict separation between different clients' data (AFM-keyed directories)

Greek Regulatory Compliance

This skill applies Greek-specific validation rules when processing documents:

• VAT Rates: Validates against 24% standard, 13% reduced, 6% super-reduced
• AFM Format: Enforces ^EL[0-9]{9}$ pattern on all tax identification numbers
• EGLS Accounts: Maps transactions to the Greek Chart of Accounts (ΕΛΣΥ)
• Stamp Duty: Flags contracts and legal documents requiring stamp duty (χαρτόσημο) calculation
• E-Books Compliance: Maintains digital accounting records per Greek Law 4308/2014
• GDPR: Handles data lifecycle per EU privacy law with Greek DPA requirements
• Municipal Taxes: Tracks property taxes, waste collection fees, and local authority requirements

Actual AADE submissions, EFKA filings, and government portal interactions are handled by companion skills (greek-compliance-aade, efka-api-integration).

Email & Document Pipeline (via Companion Skills)

When companion skills are installed, this skill coordinates multi-step workflows:

Email arrives (greek-email-processor)
  → Attachment extracted to /data/incoming/
    → OCR processed (greek-document-ocr)
      → Validated by this skill's rules
        → Filed to /data/clients/{AFM}/documents/
          → Compliance updated (greek-compliance-aade)

The workflow coordinator does not access email or perform OCR directly — it defines the validation and routing rules that companion skills follow.

Accounting Software Export (Optional)

Processed data can be exported in formats compatible with external accounting software:

# Standard exports (always available)
openclaw accounting export-transactions --client EL123456789 --format csv --period 2026-02
openclaw accounting export-transactions --client EL123456789 --format json --period 2026-02

# Optional: accounting software formats (if companion export skill configured)
openclaw accounting export-transactions --client EL123456789 --target quickbooks --period 2026-02
openclaw accounting export-transactions --client EL123456789 --target xero --period 2026-02

CSV and JSON exports work out of the box. QuickBooks/Xero formats require the corresponding export configuration.

Performance Targets

• Document Processing: Reduce from 5 minutes to 30 seconds per document
• Data Entry: Eliminate 80% of manual typing
• Month-end Close: Reduce time by 60% through automation
• Accuracy: >95% for standard business documents, >98% for invoice totals
• Deadline Compliance: 100% on-time filing through automated reminders

Maintenance Schedule

• Weekly: Review flagged items, update vendor lists, check error logs
• Monthly: Performance analysis, backup verification, system updates
• Quarterly: Full accuracy audit, compliance review, user training
• Annually: Complete system review, upgrade planning, disaster recovery testing