Full Business Accounting

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Fool proof invoicing and expense tracking, saving files locally or in Google Drive

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Category: skill Author: npub1carj2jw…h8c9 Date: 29 Apr 2026 Votes: 1

--- name: full-business-accounting description: > Full accounting system for a small business. Use when the user wants to create an invoice, log an expense, record a payment, check what's outstanding, or run a P&L summary. Manages sequential invoice numbering, stores all records as markdown files. On first use, asks the user where to store records — requires an MCP or local connector with file overwrite/delete capability (needed to keep the single ledger.md in sync). version: "1.0.0" license: MIT allowed-tools: Read, Write, Edit, Bash(date:*), Bash(mkdir:*), Bash(ls:*), Bash(grep:*), Bash(cat:*) metadata: author: agentlist tags: - accounting - invoicing - expenses - small-business - finance --- # SKILL: full-business-accounting ## What this skill does A complete lightweight accounting system for a small business. It creates and numbers invoices sequentially, logs expenses with categories, tracks payment status, and generates P&L summaries — all stored as plain markdown files that are human-readable, git-committable, and portable. On first use, ask the user where they want records stored. **The chosen backend must support overwriting an existing file** — this is required to keep `ledger.md` in sync. Do not proceed with a backend that is read-only or append-only. --- ## Storage backends ### Step 1 — Ask the user on first use Before doing anything else, ask: > "Where would you like to store your accounting records? I need a storage location that supports overwriting files (to keep the ledger up to date). Options I can see connected: [list available MCPs / local filesystem connectors]. Which would you prefer?" List every connected MCP tool that has write/overwrite capability (e.g. Google Drive, Dropbox, OneDrive, iCloud, local Filesystem, Notion, etc.). Do **not** pre-select one. If only one suitable option is available, confirm it with the user rather than assuming. ### Step 2 — Verify overwrite capability Before committing to a backend, confirm it can **overwrite** an existing file (not just create new ones). Test by checking whether the tool exposes an update/overwrite method, not just create. If a connector only supports creating new files, warn the user and ask them to choose a different one. ### Step 3 — Store the choice Record the chosen backend in `ledger.md` under a `storage_backend` field (e.g. `google_drive`, `local`, `dropbox`) so subsequent runs don't need to ask again. ### File layout (same regardless of backend) ``` Accounting/ ledger.md ← state file: next invoice number, running totals invoices/ INV-2026-001.md INV-2026-002.md expenses/ EXP-2026-001.md EXP-2026-002.md ``` For local filesystem backends, create the directory structure if it does not exist: ```bash mkdir -p accounting/invoices accounting/expenses ``` --- ## The ledger file `ledger.md` is the single source of truth for state. Always read it before any operation that creates a new record. Always update it after. ```markdown --- next_invoice: 3 next_expense: 7 base_currency: GBP storage_backend: google_drive business_name: The Bloomsbury Arms business_address: | 24 Museum Street London WC1A 1LY United Kingdom vat_number: GB987654321 payment_terms_days: 14 updated: 2026-04-29 --- ## Running totals (current tax year) | Category | Amount (GBP) | |----------------|-------------| | Invoiced | 14,500.00 | | Received | 9,200.00 | | Outstanding | 5,300.00 | | Expenses | 2,140.00 | | Net | 7,060.00 | ``` If `ledger.md` does not exist, create it by asking the user for: - Preferred storage backend (see Storage backends section above) - Business name - Business address - Currency (default GBP) - VAT/tax number (optional) - Default payment terms in days (default 30) Then write it with `next_invoice: 1`, `next_expense: 1`, `storage_backend: <chosen>`, and zero totals. --- ## Invoice format File name: `INV-{YEAR}-{NNN}.md` where NNN is zero-padded to 3 digits. ```markdown --- id: INV-2026-003 status: unpaid client: The Fitzroy Hotel client_address: | 12 Charlotte Street London W1T 2LR client_email: accounts@fitzroyhotel.co.uk date_issued: 2026-04-29 date_due: 2026-05-13 currency: GBP subtotal: 1400.00 vat_rate: 20 vat_amount: 280.00 total: 1680.00 paid_date: paid_amount: notes: Private dining event — 14 May --- # Invoice INV-2026-003 **From:** The Bloomsbury Arms 24 Museum Street, London WC1A 1LY VAT: GB987654321 **To:** The Fitzroy Hotel 12 Charlotte Street, London W1T 2LR **Date issued:** 29 April 2026 **Payment due:** 13 May 2026 --- ## Line items | Description | Qty | Unit price | Amount | |--------------------------------------|-----|------------|-----------| | Private dining room hire — half day | 1 | £500.00 | £500.00 | | Set menu (3 courses) × 18 covers | 18 | £45.00 | £810.00 | | Bar tab — wine & soft drinks | 1 | £90.00 | £90.00 | --- ## Summary | | | |---|---| | Subtotal | £1,400.00 | | VAT (20%) | £280.00 | | **Total due** | **£1,680.00** | --- **Payment details:** Bank: Starling Bank Account name: The Bloomsbury Arms Sort code: 60-83-71 Account number: 87654321 Reference: INV-2026-003 *Payment terms: 14 days from date of issue.* ``` After writing the file: 1. Increment `next_invoice` in `ledger.md` 2. Add the invoice total to `Invoiced` in the running totals 3. Update `updated` date in the ledger --- ## Expense format File name: `EXP-{YEAR}-{NNN}.md` where NNN is zero-padded to 3 digits. ```markdown --- id: EXP-2026-007 date: 2026-04-15 vendor: Matthew Clark Wholesale category: stock amount: 843.60 currency: GBP vat_reclaimable: true receipt_ref: mc-delivery-apr-15 notes: Weekly drinks delivery — ales, lagers, house wine --- # Expense EXP-2026-007 **Date:** 15 April 2026 **Vendor:** Matthew Clark Wholesale **Category:** stock **Amount:** £843.60 **VAT reclaimable:** Yes **Notes:** Weekly drinks delivery — ales, lagers, house wine **Receipt ref:** mc-delivery-apr-15 ``` Valid expense categories: `stock`, `staff`, `rent`, `utilities`, `repairs`, `equipment`, `marketing`, `insurance`, `legal`, `accountancy`, `travel`, `meals`, `other` After writing the file: 1. Increment `next_expense` in `ledger.md` 2. Add the amount to `Expenses` in the running totals 3. Update `updated` date in the ledger --- ## Operations ### Create invoice 1. Read `ledger.md` — get next invoice number and business details 2. Ask user for: client name, address, email, line items (description, qty, unit price), VAT rate (default from ledger or 20%) 3. Calculate subtotal, VAT, total 4. Calculate due date from today + payment_terms_days 5. Write invoice file 6. Update ledger 7. Confirm: "Invoice INV-2026-003 created. Total: £1,680.00. Due: 13 May 2026." ### Log expense 1. Read `ledger.md` — get next expense number 2. Ask user for: vendor, amount, category, date, receipt ref (optional), VAT reclaimable (y/n) 3. Write expense file 4. Update ledger 5. Confirm: "Expense EXP-2026-007 logged. £843.60 — Matthew Clark Wholesale (stock)." ### Mark invoice as paid 1. Find the invoice file by ID or client name 2. Update frontmatter: `status: paid`, `paid_date`, `paid_amount` 3. Update ledger: subtract from `Outstanding`, add to `Received` 4. Confirm: "INV-2026-003 marked as paid. £1,680.00 received." ### List outstanding invoices Read all invoice files. Filter where `status: unpaid`. Display as a table: ``` Outstanding invoices ──────────────────────────────────────────────────────────────── INV-2026-001 The Fitzroy Hotel £1,680.00 due 2026-04-20 ⚠ OVERDUE INV-2026-003 Bloomsbury Festival £ 420.00 due 2026-05-13 ──────────────────────────────────────────────────────────────── Total outstanding: £2,100.00 ``` Flag invoices where `date_due` is before today as `⚠ OVERDUE`. ### P&L summary Read `ledger.md` running totals. Display: ``` P&L Summary — Tax year to date ──────────────────────────────── Revenue invoiced: £14,500.00 Revenue received: £9,200.00 Outstanding: £5,300.00 Total expenses: £2,140.00 Net (received): £7,060.00 Net (invoiced): £12,360.00 ──────────────────────────────── ``` For a more detailed breakdown, read all expense files and group by category. --- ## Rules - **Never reuse an invoice number.** Always read `next_invoice` from the ledger immediately before creating — never guess or assume. - **Always update the ledger after every write.** Totals and the next-number counter must stay in sync. - **Amounts are always stored as plain decimals** (e.g. `4800.00`), never formatted strings. Format only for display. - **Dates are always ISO 8601** (`YYYY-MM-DD`) in frontmatter, human-readable in the body. - **Do not delete records.** If an invoice is cancelled, set `status: cancelled` and add a `cancelled_reason` field. Update the ledger totals accordingly. - **Confirm storage location on first use.** Tell the user: "Storing records in [backend name] → Accounting/". Read `storage_backend` from the ledger on subsequent runs — do not ask again.

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