Organize GDrive Inbox

Use this skill when the user asks to file documents from /mnt/g/My Drive/Inbox/To File into the correct /mnt/g/My Drive/Personal/... folders with a strict naming convention and required reporting.

Workflow

1. Inventory

   • Enumerate files/folders under /mnt/g/My Drive/Inbox and capture: path, size, modified time, extension.
   • If the user cares about media, also capture basic metadata (dimensions/duration) when feasible.
   • If there is an obvious staging folder (commonly To File/), inventory that folder separately and treat it as the primary set of items to move, unless the user says otherwise.

2. Propose a structure

   • Suggest a folder taxonomy (by project/person/year-month/type) based on what is actually present.
   • Confirm any naming rules (dates, prefixes, casing) before moving/renaming.
   • If the Inbox contains statements (PDFs that look like financial statements):
     • Inspect the existing canonical structure under /mnt/g/My Drive/Personal/Finance/Statements and mirror it instead of inventing a new taxonomy.
     • Default convention observed in that tree (verify locally and follow it):
       • Destination: /mnt/g/My Drive/Personal/Finance/Statements/<YYYY>/<Vendor>/...
       • Filenames commonly start with YYYY-MM-DD_<Vendor>... (underscore-separated, no spaces).
   • If the Inbox contains receipts (PDFs/emails/scans) and the user has not specified a destination, default to:
     • HSA-eligible receipts: /mnt/g/My Drive/Personal/Health/<YYYY>/
     • House maintenance (Sable Ridge): /mnt/g/My Drive/Personal/Finance/House/Sable Ridge/Maintenance/<YYYY>/
     • Other miscellaneous receipts: /mnt/g/My Drive/Personal/Finance/Receipts/<YYYY>/
     • Other (non-receipt/non-statement) items: /mnt/g/My Drive/Personal/Finance/Other/<YYYY>/

3. Classify and normalize (statements)

   • Use pdftotext (prefer first page) to classify issuer/vendor and (when present) the statement date and statement amount.
   • Prefer content-derived classification over PDF metadata.
   • Amount extraction (for filenames):
     • Prefer "New Balance" / "New balance as of" on the first page.
     • Normalize to <dollars>_<cents> (remove $ and commas, replace . with _), e.g. $3,812.73 -> 3812_73.
   • Naming:
     • Target pattern for statements should match the existing tree, typically:
       • YYYY-MM-DD_<Vendor>_<dollars>_<cents>.pdf
     • If the vendor tree uses a slightly different pattern (e.g. occasional missing amount), follow the dominant local convention and only introduce new patterns with user confirmation.

4. Dry-run plan (required)

   • Always show an explicit dry-run plan as a list of move/rename operations with full before/after paths.
   • Run a collision check: verify each destination path does not already exist; if it does, propose an alternate (e.g. add suffix) and ask for confirmation.
   • Respect user-scoped constraints. Examples:
     • If the user says "only move To File/" then do not touch other Inbox items.
     • If the user says "leave images alone" then do not rename or move images.
   • Ask for confirmation before doing any filesystem modifications.

5. Apply changes safely

   • Execute the approved moves/renames.
   • Keep operations idempotent when possible (avoid overwriting; prefer mv -n semantics).
   • Do not delete anything unless explicitly requested.

6. Deliver a log

   • Provide a change log: moved/renamed/deleted (if any), with before/after paths.
   • Call out any ambiguities and items left in Inbox intentionally.
   • Include where the change log is saved (e.g., a timestamped file in /tmp/).

Receipt Naming Rules (Default)

When organizing receipts (including HSA receipts and house maintenance items), use a consistent filename format:

• YYYY-MM-DD_<Vendor>_<AmountOrDescriptor>.<ext>
• Vendor: 1-4 words max, title-cased or as it appears on the receipt; normalize whitespace to underscores.
• AmountOrDescriptor:
  • If an amount is available: use <dollars>_<cents> (same normalization as statements).
  • If no amount is available: use a short descriptor (1-2 words), e.g. Quote, Notice, Invoice, Receipt, Estimate, Statement.

Classification defaults (unless the user overrides):

• If the receipt appears HSA-eligible (medical/dental/vision/pharmacy, etc.): move to /mnt/g/My Drive/Personal/Health/<YYYY>/.
• If it appears to be a house maintenance item (repairs, contractors, home services) for Sable Ridge: move to /mnt/g/My Drive/Personal/Finance/House/Sable Ridge/Maintenance/<YYYY>/.
• Otherwise: move to /mnt/g/My Drive/Personal/Finance/Receipts/<YYYY>/.
  • If it's not a receipt/statement but still belongs in Finance: move to /mnt/g/My Drive/Personal/Finance/Other/<YYYY>/.

Implementation notes:

• Determine YYYY-MM-DD from the document content when possible (prefer over filesystem timestamps).
• If only month/year is present, ask the user how to date it (or use the last day of the month only with explicit confirmation).

HSA Output Format (Required)

When reporting HSA-eligible receipts, output rows in a tab-separated format that can be copied directly into Google Sheets.

• Header must be exactly:
  • Date Start Date End Paid Date Patient Provider For Amount Receipt
• Use tab characters between all columns (TSV), not commas.
• The Receipt column value must be the green checkbox emoji: ✅.
• For must be one of: BJ, Stef, Grace, James.
  • If unclear which family member the expense is for, default For to Stef.
• If a date is unknown, leave the cell blank rather than inventing a value.