WEEKLY INVOICE CHECKING AND FILING
Schedule: every Monday at 7:00 am
YouTube setup (same steps as the monthly one): https://youtu.be/yHjdO03Iqyg

This is the WEEKLY version. It picks up anything new from the past week. Want it once a month instead? Use the MONTHLY version, which runs on the 15th. You only need one of them.

This is the computer version. Each week it checks the invoice files already on your computer, finds any new invoices in your connected Gmail, and downloads the missing ones into the right due-month folder. It then sends you a short list of what's due this week, what's overdue, and anything that needs checking. You review it and make the payments yourself. It never pays bills, and it doesn't build the repair-history register (that's the invoice and repair tracker).

Before you paste it:
1. Connect Gmail to ChatGPT. If your invoices go to a separate farm inbox, either connect that inbox too or set it to forward invoices to the account you've connected.
2. Give ChatGPT Work access to the folder that holds your invoices.
3. Replace both folder placeholders in the prompt below with your real folder locations.
4. Run it once by hand first and check the result.
5. Paste it into Scheduled > Work and set it to run every Monday at 7:00 am.
6. Turn on email or push notifications, and look carefully at the first couple of runs.

Duplicate test: run it twice in a row. The second run should download nothing new and say every invoice was skipped as a duplicate. If it saves anything twice, don't schedule it yet.

COPY-AND-PASTE PROMPT

Every Monday, check for new invoices received in the last 14 days. That's one week plus a one-week overlap, so a missed or late run doesn't lose anything. The no-double-logging rules below stop the overlap from creating duplicates.

First, scan every invoice file already under <YOUR ACCOUNTS PAYABLE FOLDER>, including the overdue, due-month, paid-archive and <YOUR NEEDS REVIEW FOLDER> folders. For each one, extract the vendor, invoice number, invoice date, due date and amount. Record payment status as paid, unpaid or unknown only where there is evidence for it. Never assume an invoice is unpaid just because of the folder it's in. Do not pay invoices, approve payments, delete files, or take any other financial action.

Then search my connected Gmail for genuine invoice or bill emails received in that 14-day window. Open the email and the attachment; don't rely on the subject line. Leave out statements, quotes, purchase orders, promotions, unrelated attachments, and receipts for bills that are clearly already paid.

NO DOUBLE-LOGGING. Follow these rules before saving anything:
- An invoice is identified by vendor + invoice number. If there's no invoice number, use vendor + invoice date + total amount, and send it to review.
- Before saving, check that identity against every file already in the folders above, including Needs Review. Match on what's inside the invoice, not the filename.
- The same invoice arriving more than once (a reminder, a resend, a forwarded copy, or a copy in two inboxes) is ONE invoice. Save it once.
- Statements, payment reminders and "overdue" notices are not new invoices. Don't save them as invoices.
- A credit note is its own document. Link it to the original invoice and don't delete or change the original.
- If an invoice is already in Needs Review, don't add it again.
- If the same vendor and invoice number turns up with a different amount, don't save it. Put it in Needs Review as a conflict.
- Never overwrite a file. If the filename already exists, skip it.
- Anything you skip because it's already saved counts as "skipped as duplicate".

Download only invoices that are genuinely missing. Save each missing unpaid invoice into the right existing due-month folder, creating a <YYYY-MM>_Due folder only if needed. Name it "Invoice - YYYY-MM-DD - Vendor - Invoice Number - UNPAID.ext".

Put anything uncertain in <YOUR NEEDS REVIEW FOLDER> and flag it clearly. Do not reply to senders, archive emails, change mailbox labels, or pay anything.

When you're done, email me with the subject "Weekly invoice check — week ending <date>". Include how many invoices were already on file, how many were downloaded from Gmail, how many were skipped as duplicates, and how many went to review. List anything due in the next 7 days and anything overdue, with vendor, invoice number, due date and amount. Post the same short summary back to this task.

IMPORTANT SAFETY NOTE

AI can misread an invoice or its payment status. Check the summary against your accounting system and bank before you pay anything. Depending on your settings, ChatGPT may ask you to approve downloading attachments or sending the summary email.

This runs on your computer, so the computer needs to be on and the ChatGPT app open when it's scheduled to run. Test your exact setup by hand first.

Using this with the invoice and repair tracker? That's fine: this one files the invoices, and the tracker keeps the history. The tracker is set up to recognise invoices this one has already filed, so they won't be counted twice. Schedule this one for 7:00 am and the tracker for 8:00 am so they never run at the same time.