File invoices in Gmail automatically so your bookkeeping finds everything
At the end of the month, one invoice is always missing. It is stuck somewhere between newsletters and client emails, often with a subject that does not sound like an invoice. With one fixed label and a few search commands, your bookkeeping finds everything in minutes.
One place for everything that costs money
A single label «Invoices» beats any fine subdivision. At month end, bookkeeping wants to see everything at once, not search in «Energy», «Phone» and «Software». Sublabels are worth it at most for reminders, because they have a deadline.
Write down for yourself what belongs in it: invoices, receipts, reminders, payment confirmations, due or declined payments. You will need this list for filters, or for a tool that files by description.
Filters for the regular providers
Bank, energy, phone, insurance, software subscriptions: these senders write the same way every month. A filter each, or one combined filter, is worth it:
The search for everything else
Invoices from new suppliers, tradespeople or online shops match no sender filter. Here a search helps, saved as a browser bookmark:
has:attachment filename:pdf (invoice OR receipt): all PDF receiptssubject:(invoice OR reminder OR "payment due") newer_than:40d: invoices from roughly the last monthfrom:@shop.com (order OR invoice): everything from one shop-label:invoices has:attachment filename:pdf invoice: invoices that have no label yet
More commands are in Gmail search like a pro.
What applies to record keeping
In Switzerland, business records and accounting receipts must be kept for ten years (Art. 958f Code of Obligations); other countries have similar rules. A Gmail label is no substitute: emails can be deleted, and an account can be suspended. So also store receipts in your accounting software or an archive that meets the legal requirements. Your accountant can tell you how that works best for you.
The label in Gmail is the in-tray: the place where nothing gets lost until the receipt is in the books. A second label «Invoices/Booked», or simply archiving after booking, shows what is already done.
Do not miss reminders
Reminders and payment notices have deadlines. A filter of their own with Always mark it as important and without Skip the Inbox keeps them visible:
subject:(reminder OR "payment reminder" OR "final notice" OR overdue)
