ExpenseBot

Create the exact invoice previously returned by prepare_client_invoice. This is a confirmed write: it revalidates the report snapshot and client identity, creates a private editable Google Doc plus private PDF and DOCX copies, records the issued invoice, and supersedes an older active invoice for the same report. It does not send email or create an Income row. If tax is positive, confirmTax must be true.

create_client_invoice

Create an expense report from a clear date, client, project, trip, category, or merchant request. Tags are ExpenseBot's grouping layer for clients, projects, project codes, and trips; call list_tags when the user's intended group is unclear. For requests such as 'all expenses in August except personal', set excludePersonal=true; this excludes both the Personal tag and Personal expense category, matching ExpenseBot's Report Wizard. Returns the report summary, exact report link, Bill Client link, applied filters, and a prefilled Report Wizard fallback for criteria that need visual review. Reports scoped to an existing client/project/trip group include matching expenses that are not already assigned to another ordinary report. Can optionally share with recipients. If no unreported matches remain, create no duplicate report and explain that the expenses are already in Reports. Terminal results also include role-appropriate accountingHandoffUrls from the server capability matrix and the existing reviewed file-export workflow. Use only the exact destination the user requested; the link opens the reviewed app flow and does not mean an export occurred. Complete the requested report directly; do not call check_compliance, get_report_details, or tax/deductibility tools before or after it unless the user explicitly asks for that separate analysis.

create_report

Update a single existing expense row's category, tag, merchant, or business purpose (e.g. 'recategorize expense X to Meals' or 'tag it Client – Acme'). Identify it only by the exact expenseId returned by search_expenses (the full Receipt ID from Column Q). Never use a date, displayed number, or sheet row number as expenseId. Two-phase operation: calls with confirm omitted or false return a preview of the current→proposed change and make no change. After user confirmation, a call with confirm:true applies the proposed change. Only category/tag/merchant/businessPurpose are editable — amounts, dates, and notes are not editable via the assistant. Does not create or delete rows.

update_expense

Fetch full details for a specific item returned by `search`. The id encodes the item type: • 'expense:<rowNumber>' — e.g., 'expense:42' for row 42 of the user's Expenses tab • 'report:<reportId>' — the alphanumeric Firestore document id from `search` or `list_reports`, e.g., 'report:FQqDglExofsyyQv7aYy4' Always use the id exactly as returned by `search` or `list_reports` — do not invent or modify the trailing portion. Returns the full text content + metadata for the AI to cite.

fetch

Bulk-fix compliance issues in a report (e.g., apply the same business purpose to all flagged expenses).

fix_compliance

Get the full financial and delivery summary for one issued client invoice, including subtotal, markup, tax, advance applied, balance due, dates, status, source report, and private Google Doc/PDF/DOCX links when available. Provide invoiceId or invoiceNumber — one is required; invoiceNumber is accepted only when it is unique. Read-only.

get_client_invoice

Fetch a single expense row by its sheet row number or by its ExpenseBot expenseId (the exact Receipt ID in Column Q). Returns the row's headers + values + a labeled {header → value} map so you can refer to a specific expense the user mentioned. Read-only.

get_expense_by_id

Get income totals, breakdowns, and analytics from the Income tab. Covers Schedule C / T2125 income, Schedule B drill-in (interest, dividends, tax refunds, security deposits), rental income, and per-source / per-payment-method / per-category / per-month / per-tag breakdowns. Schedule-C-style category exclusions match year-end T6 routing (security deposits, refunds excluded from taxable totals). Examples: 'income YTD', 'income by source', 'rental income by property', 'interest income this year', 'dividends YTD', 'tax refunds 2024', 'income this year vs last' (YoY). Supports period comparison phrasing — YoY ('vs last year'), MoM ('vs last month'), QoQ ('Q1 vs Q2'), same-month-prev-year. Returns: { message, data: { total, breakdown?, comparison?, sampleMeta? } }.

get_income_summary

Mileage analytics — totals, breakdowns by month / client / purpose / category, plus deduction framing (cents-per-mile or cents-per-km × distance, country-aware IRS / CRA rates). Examples: 'mileage this year', 'miles driven for Acme', 'mileage by month', 'mileage deduction estimate', 'business miles last quarter'. Supports YoY / MoM / QoQ comparison phrasing. Returns: { message, data: { totalDistance, deductionEstimate?, breakdown?, comparison?, sampleMeta? } }.

get_mileage_summary

Per-tag P&L — revenue, cost, profit, and margin grouped by tag (per-client, per-property, per-event, per-realtor-deal). Requires both income AND expense rows to be tagged with matching labels. Common tag-prefix shortcuts: 'Prop –' (rentals), 'Client –' (client billings), 'Wedding –' (events), 'Realtor –' (real estate deals). Examples: 'per-tag P&L this year', 'profit by client', 'profit by property', 'profit on the Smith wedding', 'per-client P&L this year vs last' (YoY). Supports YoY / MoM / QoQ comparison phrasing. Margin renders as multiplier in loss territory. Defaults to year-to-date if no date range given.

get_per_tag_pnl

Compute Profit & Loss (P&L / net income / margin) by combining the Income tab with expense tabs. Examples: 'am I profitable this year', 'P&L for Q1', 'net income last quarter', 'what's my margin', 'P&L this year vs last' (YoY). Supports period comparison — YoY, MoM, QoQ, same-month-prev-year. Margin renders as multiplier in loss territory ('expenses 5.4× revenue') so the user gets a readable signal instead of '-436.9% margin'. Returns: { message, data: { revenue, expenses, netIncome, margin, comparison?, sampleMeta? } }.

get_pnl

Get full details of a specific expense report including all expenses, totals, and compliance status. Use only when the user explicitly asks to inspect an existing report's details. Never call this as a preflight or follow-up to creating, sharing, or billing from a report; those tools already return the required result and links.

get_report_details

Get a short-lived direct PDF download for one exact authorized expense report, plus the exact highlighted in-app report link. Use the in-app report for CSV, XLSX, receipt ZIP (when available), comments, invoicing, and other visually reviewed actions. Use list_reports first to find the reportId.

export_report

Summarize the user's recorded expenses with totals and breakdowns by category, merchant, month, tag, source, or payment method. Supports date ranges, period comparisons, and total, count, or average metrics. Read-only. Returns: { message, data: { total, breakdown?, comparison?, sampleMeta? } }.

get_spending_summary

Group an exact set of recorded expenses for a client, project, trip, job, or other user-named purpose. Examples: 'group my Mexico meals for client Rob', 'put these Vegas expenses under the Vegas project', or 'group these for client Rob and create a report'. The user does not need to know about tags: ExpenseBot resolves the requested name against existing groups and proposes creating one only when needed. Use exact expenseId values returned by search_expenses. A grounded preview is automatic for every bulk request; the user does not need to ask for one. First call with confirm omitted/false, show the returned exact rows, count, totals, proposed group, exclusions, and conflicts, then ask for approval. Only after explicit user approval, repeat the same operationId and selection with confirm:true. A premature confirm:true is converted to preview. When the request includes a report, set createReport:true on that confirmed group_expenses call and use its report result; do not run a separate broader create_report query. For 'without personal expenses', set excludePersonal:true; ExpenseBot removes Personal-tagged and Personal-category rows before preview so their Personal marker is never overwritten. The confirmed operation returns exact report and Bill Client links. Expenses already assigned to another ordinary report are excluded; if none remain, no duplicate report is created and the result links to Reports instead. Keep the user-facing response concise and do not add unsolicited tax or substantiation advice. Do not call check_compliance, get_report_details, or tax/deductibility tools before or after this workflow unless the user explicitly asks for that separate analysis. In user-facing prose call the destination a group, not a tag. Treat preview totals as provisional; after confirmation use only the terminal result's exact count, total, and currency without reconciling it against the preview. A returned Bill Client URL opens the reviewed billing handoff and does not mean an invoice was created, sent, or confirmed. Sharing remains a separate share_report action with recipient confirmation.

group_expenses

Import income from a CSV/TSV/text export (Stripe, PayPal, Square, Cash App, Venmo, OnlyFans, Patreon, Clips4Sale, Ko-fi, Gumroad, Etsy, Uber/Lyft/DoorDash driver exports, bank statements, and similar; max 500 KB). Same two-step contract as add_income_from_file: STEP 1 call with csvContent and WITHOUT confirm parses the file with the same platform-agnostic importer as the app's Add Income screen (platform detection, fee handling, refunds, source aliases, ISO dates) and returns a duplicate-checked preview with a previewId. NOTHING is saved in step 1. Show the user the parsed rows and duplicates, then STEP 2 call again with confirm: true and the previewId to write exactly those rows, optionally with user-approved selectedIndexes, keepBothIndexes, rowEdits, tag, or bulkNote. Flagged duplicates are skipped unless the user explicitly keeps them. The preview expires after 15 minutes and an expired or unknown previewId never writes. After a successful confirm, show the returned spreadsheetUrl and reviewIncomeUrl.

add_income_from_csv

Import income from an attached screenshot, image (JPEG, PNG, WebP, HEIC/HEIF), or PDF (payment screenshots, wallet apps, payout or bank statements; max 10 MB). This is a two-step tool. STEP 1: call it with the file and WITHOUT confirm — ExpenseBot parses the file with the same importer as the app's Add Income screen, checks every row against the user's Income tab for duplicates, and returns a preview with a previewId, exact row count, totals by currency, per-row details, duplicate flags, and any rejected rows. NOTHING is saved in step 1; treat the attachment as consent to parse, not consent to write. Show the user the parsed rows and duplicates, then STEP 2: call again with confirm: true and the previewId to write exactly those rows. Only include user-approved changes in step 2 (selectedIndexes, keepBothIndexes, rowEdits, tag, bulkNote). Flagged duplicates are skipped unless the user explicitly asks to keep them (keepBothIndexes). The preview expires after 15 minutes; an expired or unknown previewId never writes. After a successful confirm, show the returned spreadsheetUrl and reviewIncomeUrl. For a visually complex review (mixed income/expense rows, many edits), send the user to the Add Income app link returned by get_spreadsheet_url instead.

add_income_from_file

List the user's issued client invoices (accounts receivable) — who owes them money, how much, and when it is due. Examples: 'which invoices are outstanding', 'what does Acme still owe me', 'any overdue invoices', 'how much am I waiting to get paid'. status accepts 'active' (default), 'open', 'overdue', 'needs_review', 'paid', 'void', 'superseded', or 'all'. Returns invoice numbers, status, totals by currency, delivery state, and private document links. Read-only.

list_client_invoices

List the user's configured expense categories and billing accounts. Use this BEFORE calling tools that need a category (add_cash_expense, add_mileage_entry, create_report) so you pass the user's actual category names, not guesses. Returns the live list from their spreadsheet.

list_categories

List the user's expense reports with pagination. Filter by status (All, Draft, Submitted, Shared). Each exact report includes its app, Bill Client, and accounting handoff URLs. Use the matching accounting URL only when the user explicitly asks to send or export that report; the app keeps organization, mapping, preview, and final confirmation.

list_reports

List ExpenseBot's fixed income tax categories. Unlike Expense Accounts, these are not user-configured. Use this BEFORE calling add_income so you pass an exact canonical category instead of guessing.

list_income_categories

List card refunds, cashback/rewards, and statement credits that ExpenseBot has already recorded — either as negative expenses or matched against the original charge. Examples: 'did my refund come through', 'show my statement credits', 'was that return recorded'. Returns the most recent items (default 25, newest first); narrow with dateRange. Read-only: it never scans cards, changes review decisions, or adds rows.

get_credits_refunds

List the user's configured groups. ExpenseBot stores clients, projects, project codes, properties, and trips as tags (for example 'Client: Acme', 'Vegas Trip', or 'Property: 123 Main'). Use this when the user asks 'what groups/projects/clients do I have?' and before filtering, grouping, or reporting when the intended existing name is unclear.

list_tags

Add an expense without a receipt, or record money a client provided in advance for expenses. Writes directly to the user's expense spreadsheet after confirmation. For an ordinary expense, call list_categories first and provide a configured Expense Account. For a client advance, set isClientAdvance=true and clientName; ExpenseBot reuses or creates the canonical client group, applies Cash advance received, and stores the amount as a negative expense. Use this only for money supplied by a client before related spending, never for vendor refunds, reimbursements, earned fees, retainers, or generic deposits. Use the Manual expense link from get_spreadsheet_url instead when the user needs a reviewed form for multiple entries, credits/refunds, tax or tip breakdowns, per diem, or incomplete details.

add_cash_expense

Log an income entry manually (cash, check, Stripe payout, etc.). Writes to the Income tab of the user's expense spreadsheet. Useful for income that isn't auto-detected from Gmail or Plaid. Call list_income_categories first and use one of its fixed tax categories; an omitted category defaults to Service income and an unknown category is rejected.

add_income

Log a business mileage trip in ExpenseBot. Useful for realtors, consultants, contractors, and anyone who drives for work. Requires the user to have configured their mileage rate (cents/km or cents/mi) and unit (mi/km) in ExpenseBot Settings. The trip writes a row to their expense spreadsheet with the calculated dollar value. Use the Mileage and travel link from get_spreadsheet_url instead when the user needs Google Maps route calculation, mileage settings, repeated trips, calendar/rideshare import, per diem, or visual review.

add_mileage_entry

Mark an issued client invoice as paid after explicit confirmation. Requires a strict calendar-valid paidDate in YYYY-MM-DD format. This updates the accounts-receivable invoice record only; it never creates or moves an Income row. Record the actual payment separately or link an existing Income row.

mark_client_invoice_paid

Return the user's master ExpenseBot Google Sheet plus authenticated ExpenseBot workspace links, each with a label and a description of when to use it. Use this when the user asks to open, view, check, or edit their spreadsheet; review expenses or income; manually scan Gmail; reconcile; connect or manage a bank/credit card; open Automation Hub or General Settings; create or open reports; or asks where a submitted receipt went. Choose and show the one or two links relevant to the request instead of listing the entire catalog. After a receipt submission, prefer Review expenses plus the Google Sheet. After an income write, prefer Review income plus the Sheet. For a Gmail scan or connection request, use the Scan Gmail link, which opens the existing Gmail scanning interface. Bank/card requests use the Reconcile link; configuration requests use the returned Automation Hub or General Settings link. Category, G/L, and account-code requests use Category management; client, project, and trip groups use Group management; questions about what counts as Personal use Personal rules. For client billing setup, use the returned clientBillingHandoffs instead of giving a generic dashboard tour: manageClients creates or manages the client list, tagReadyExpenses opens Review Expenses filtered to blank or default-Business rows, and createClientReport opens report creation by group after expenses have been assigned. Choose the one next step that matches the user's current state. If the user names a client and an exact expense scope and asks the assistant to do the work, use search_expenses and group_expenses instead; show its grounded preview and require explicit confirmation before changing any rows. When the user asks to choose receipt images from Google Photos, use the returned Google Photos link; it opens the existing authenticated picker and handles any required Google consent in ExpenseBot. When they ask where ExpenseBot stores receipt files, return the Drive folder link only when it is available; never invent or request a folder ID. For a complete, unambiguous cash expense or mileage trip, use the direct write tool. Use the returned Manual expense link for multiple entries, credits/refunds, detailed tax/tip entry, per diem, incomplete details, or visual review. Use the Mileage and travel link for route calculation, mileage settings, repeated trips, calendar/rideshare imports, per diem, or visual review. These links open the existing reviewed app forms. When the user wants to import income from a screenshot, PDF, or CSV but no attachment is available in chat (or the review is visually complex), use the returned Import income links — they open the existing Add Income importer, which parses the file and shows every row for review before anything is saved. Team setup requests use the returned role-aware Team setup handoff: eligible solo business owners open Add teammates, while existing team owners and co-admins open License Manager. If the handoff says owner access is required, explain that instead of presenting a broken link. Complex or visually reviewed report requests use the returned Create report link. Read-only; this tool does not create or modify spreadsheet rows.

get_spreadsheet_url

Parse a natural language expense description into structured fields. Does NOT add the expense — just returns the parsed fields for review. Example: "Lunch at Chipotle $15.50 today" → {merchant: "Chipotle", total: 15.50, ...}

parse_expense

Prepare a client invoice from a saved ExpenseBot report without creating it. Reads canonical report rows, allocates a unique invoice number, verifies the client ledger identity and advance, and returns exact totals plus a short-lived preparationId. Call this first, show the preview to the user, then call create_client_invoice after explicit confirmation. It reserves the invoice number and preview for 30 minutes but creates no invoice, document, Income row, email, or payment.

prepare_client_invoice

Process specific Gmail emails as receipts. Pass Gmail message IDs and they'll be converted to PDF, extracted by AI, and added to the user's expense spreadsheet. Max 25 emails per request. Requires Gmail to be connected in ExpenseBot settings.

process_gmail_receipts

Request support for an accounting package only after checking ExpenseBot's reviewed direct and import-file destinations and finding no matching package. Do not use this for a listed or Beta destination, a general compatibility question, or without the exact package name. This is a confirmation-gated write: after the user approves, it creates one deduplicated request bound to the authenticated ExpenseBot account and emails ExpenseBot's internal team. It does not create an integration or make the requested package immediately available. On accepted or previously recorded requests, tell the user ExpenseBot will email them within one week with an update.

request_accounting_integration

Review and then post an ExpenseBot report to the owner's accounting destination. STEP 1: call with provider, reportId, and optional mode/mappings, without confirm. The server reads the live report and destination, applies Omit/Personal/split/date/currency rules, checks Zoho bank-feed matches, and returns the complete proposal plus proposalId. NOTHING is posted in step 1. Show the complete proposal and ask for approval. STEP 2: call with only provider, proposalId, and confirm:true. The server posts only the frozen, account-bound proposal, revalidates live state, and rejects changed reports or mappings. Never add mapping fields to the confirmation call. Owner accounts only; acting for a client is not supported. Agent-driven posting is currently available only for Zoho Books (zoho_books); QuickBooks Online, Xero, Wave, and FreeAgent are intentionally not accepted by this tool yet because their previews cannot freeze/revalidate the canonical provider plan that shareReport executes. Use those providers' web flows until they satisfy the full push contract.

send_report_to_accounting

Show ExpenseBot's current high-confidence Trip Intelligence proposals from Review Expenses. Read-only: never groups, tags, creates reports, or writes to the spreadsheet. Each proposal returns strict YYYY-MM-DD dates, evidence, locations, and the exact Receipt IDs with expected current tags. Do not infer a client/project from geography. When nextAction is present, use exactly its group_expenses params with confirm:false, show the canonical preview, then ask for explicit confirmation before any write. Never send confirm:true from this read result alone. In accountant clientEmail mode this tool can read accepted clients but may return no executable nextAction; hand off to Review Expenses or the owner's own assistant connection to apply.

get_trip_suggestions

Month-end summary of the user's books for one calendar month: income recorded, money spent, net, top spending categories and merchants, plus alerts for anything unusual that month. Examples: 'how did last month go', 'close out my books for June', 'monthly review', 'what did I make and spend in May'. Defaults to the last completed month. Figures come from the user's own recorded data; advisory notes are estimates, not tax advice.

get_monthly_books_review

Run deeper, multi-step analytics on the user's expenses. Use for explanatory questions like 'why did my spending increase' or 'compare Q1 vs Q2'. Takes 10-30 seconds (runs as a background job, polled automatically). Returns: { message, data: { ..., sampleMeta? } } where sampleMeta.isTruncated indicates whether the agent saw the full dataset.

get_deep_analytics

Trigger a background Gmail scan to discover and process receipt emails from the last ~60 days (default). Runs asynchronously — returns immediately, user gets an email summary when done. Like clicking "Find Receipts in Gmail" in the UI. For whole PAST YEARS (e.g. 2023, or 2020-2022) use scan_gmail_years instead; to check a scan's progress use get_scan_status.

scan_gmail

Scan one or more COMPLETED PRIOR years of the user's Gmail for receipts (e.g. years:[2023] or years:[2020,2021,2022]). Long-running background job: the first eligible year starts immediately and the rest queue, running one at a time (each full year typically takes a couple of hours; the user can close the app). ALWAYS call first WITHOUT confirmStart to preview which years are eligible, then ask the user to confirm, then call again with confirmStart:true. For receipts from the last ~60 days use scan_gmail instead. To check how a scan is going, use get_scan_status. The current in-progress year cannot be year-scanned.

scan_gmail_years

Search ExpenseBot's complete product and help knowledge base. Use this before guessing when the user asks how a feature works, what ExpenseBot supports, or needs setup, billing, Gmail, scan, report, workflow, or troubleshooting instructions. Set fullAnswer:true on the first call when the user asks for complete, detailed, or step-by-step instructions. Use the default excerpt mode for discovery and quick answers; if an excerpt is truncated, call again with fullAnswer:true before presenting complete instructions. Each result has a stable id.

search_knowledge

Search and filter the user's expenses. Returns matching expense rows from their spreadsheet. Filter by category, merchant, date range, amount, or tags. Results are paginated: when hasMore is true, call again with nextCursor and the same filters. Do not split a date range into repeated overlapping searches. Use the optional query parameter for deterministic natural-language recall over merchant, city/location, Notes (including receipt items, delivery source, payer, and Business purpose), Tag, and category. Each matching result includes matchedFields and a short matchReason so you can explain why it was selected. When several rows plausibly match, a disambiguation list is returned; each option carries the exact expenseId. Structured filters (categories, merchants, dateRange, tags, minAmount, maxAmount) combine with the query using AND semantics. Each result includes expenseId, the exact durable Receipt ID required by update_expense.

search_expenses