Automate Tax-Prep Document Organization

1. Go to claude.ai and start a **new chat** (stay in this same thread through step 4). 2. Paste this block and replace every bracket — be concrete, not aspirational: "I am organizing documents for tax prep only (not doing full bookkeeping and not asking for legal/tax advice). Tax year: [YYYY] How I file / income picture in one line: [e.g. W-2 only / 1099-NEC consulting / LLC pass-through + side income — keep it factual] Region / forms context: [e.g. US federal + state: CA — if non-US, say so and name the country] Where documents currently live (bullets): [Gmail labels, Downloads, Drive folders, Dropbox, phone photos, client portals, etc.] My definition of done (one paragraph): [e.g. Every income form and Jan–Dec bank/CC PDF for [year] lives under one folder tree with consistent names, plus a checklist with zero Critical gaps before I send to a preparer / archive]" 3. Add this instruction at the end of the same message: "Reply in two parts only: (A) One short paragraph mirroring back my tax year, sources, and definition of done — no new assumptions. (B) Up to 5 **missing context** questions you need before proposing any folder names, filenames, or deductions. Do **not** propose folders, renames, or checklist items yet. Do **not** give tax positions or filing advice." 4. Answer Claude's questions in a follow-up message if needed, still forbidding folders/renames until step 2.

1. In the **same chat** as step 1, paste: "Using only the framed situation above, propose: (A) A folder tree with **max 2–3 levels** and **≤ 10 folders** under the tax-year root. Use clear prefixes like: - 00_Inbox (new drops) - 01_Income - 02_Expenses_and_receipts - 03_Estimated_payments - 04_Health_and_benefits - 05_Home_and_asset_docs (only if applicable) - 06_Prior_year_returns - 99_To_preparer_or_archive Ban generic names like Important, Misc, or Tax stuff. (B) One **filename pattern** using fixed tokens, e.g. YYYY-MM-DD__VendorOrCounterparty__DocType__AmountOrNA__OriginalStub.ext Explain each token in one line. If a token does not apply to a file type, say what to use instead (e.g. NA). (C) **Five worked examples** renaming these ugly real names from my pile (paste 5 real filenames from your machine/email): [paste 5 filenames, one per line]" 2. If the tree is still too deep or has duplicate purposes, reply: "Collapse to ≤10 folders and merge overlapping buckets — show the revised tree only." 3. Read the tree aloud once. If you cannot explain a folder in one sentence, rename or merge it.

1. Stay in the **same chat**. Paste up to **25** filenames (or "email subject — attachment name" pairs), one per line — if you have more, run a second batch later. 2. Then paste: "Using the folder tree and naming rules from your last message, output a **markdown table** with columns exactly: current_name | detected_doc_type | target_folder | proposed_new_name | confidence_H_M_L | human_check_note Rules: - Infer **only** from the text I provided. If unknown, set detected_doc_type to Unknown, confidence to L, and explain what to open/read. - Do **not** assert IRS/form eligibility, amounts, or deductions. - If the name could be a bank/CC statement you reconcile against exports, add in human_check_note: "Consider keeping stable bank/CC PDF names — log original_name in the tracker before any rename." - No extra commentary outside the table." 3. Skim every **L** row: if the note is vague, ask one follow-up: "For rows marked L, what single piece of info would upgrade each to M?" 4. Optional: add a column in your head — **rename now?** Y/N — default N for bank/CC statements unless you logged originals.

1. Same chat. Paste: "From my framed situation in step 1 (and the folder plan from step 2), produce a **missing-documents checklist** grouped under headings: Income, Expense proofs, Payments and estimates, Health/benefits, Home/asset (if applicable), Prior year, Other. For each item include: - One-line what it is - Priority tag: Critical / Helpful / Optional - Where it usually lives (email, payroll portal, bank, insurer, etc.) - How I'll know I have the right doc (one concrete cue) - Mark **N/A** explicitly for sections that do not apply — do not pad. Then add **10 yes/no** questions tailored to my situation to catch common gaps (adapt labels to my region; if non-US, say which local equivalents you mean). Still: no filing advice, no "you can deduct X."" 2. If any section reads like boilerplate unrelated to you, reply: "Rewrite using only my step-1 facts; cut generic items or mark N/A." 3. Keep the output paste-ready for Google Sheets in the next step.

1. Open **Google Drive** (drive.google.com). Under a dedicated root (e.g. Tax_[YYYY]), create the folder tree from step 2. Always keep **00_Inbox** for new saves. 2. Before bulk renames: open **Google Sheets** (sheets.google.com) → new spreadsheet `Tax_[YYYY]_tracker`. Add tabs: `Files` and `Checklist`. 3. In `Files`, add columns: original_name | proposed_new_name | target_folder | rename_done_Y_N | notes. Paste Claude's table from step 3. For any bank/CC PDF you rely on for reconciliation, set rename_done_Y_N to N unless you have a strong reason — or put the stable name in notes. 4. Move files into folders using the table — **spot-check every row with confidence L** before moving. Update the tracker as you go. 5. In `Checklist`, paste items from step 4 with columns: Item | Priority | Found_Y_N | Location_URL_or_path | Notes. 6. Optional handoff: in `99_To_preparer_or_archive`, add a short `README_for_preparer.txt` with five bullets: tax year + entity picture in plain English, what is complete, known Critical gaps, "originals preserved / rename log in Sheet," contact. 7. Optional: return to Claude **once** with: "Here are 5 filenames I refused to rename — give me one-line notes for my preparer only" — do not let Claude rename files from that message.