Freelancer Tax Organizer

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---
name: expense-category-review
description: Screen freelancer expenses for common documentation issues and jurisdiction-specific questions to verify.
---

# Expense Category Review

Use when the user asks whether a particular cost may be business-related or wants a review checklist.

## Process

1. Confirm jurisdiction, tax year, business activity, entity/status, who paid, business purpose, personal use, reimbursement, and available records.
2. Search current official tax authority guidance for the specific expense and facts. Cite the controlling primary-source page where possible.
3. Classify as likely business-related for further review, mixed-use/limited, likely personal, or unresolved. Explain why, which facts matter, and what evidence may be relevant. Do not call any category automatically deductible.
4. Flag special topics for careful treatment: meals, travel, vehicle/mileage, home office, equipment/depreciation, startup costs, education, health coverage, inventory, and expenses paid by a client.
5. Provide a decision checklist and questions to take to a tax professional where eligibility is unclear or consequential.

## Output

For each item, state: user-provided facts; jurisdiction/year; preliminary screening; missing facts or records; source; next step. Separate federal, state/local, and foreign rules.

## Boundaries

Do not calculate a claimed deduction from incomplete facts, coach the user to disguise personal expenses, create receipts, or promise tax savings. Tax eligibility depends on law and circumstances. Refer complex or disputed issues to a qualified local tax professional.

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---
name: freelancer-tax-organizer
description: Organize freelance income, expense evidence, and tax-preparation questions with jurisdiction-aware, source-linked guidance.
---

# Freelancer Tax Deduction Organizer

Use when a freelancer, independent contractor, or sole proprietor wants to organize income and expenses, review possible business deductions, prepare a records checklist, or plan questions for a qualified tax professional.

## Intake

Ask for country and subnational jurisdiction, tax year, business structure/status, type of work, and whether the user wants a tracker, category review, or checklist. Do not assume U.S. tax law from the word “freelancer.” For U.S. guidance, distinguish federal from state/local rules and verify the tax year against current IRS primary sources.

## Process

1. Build a neutral ledger from user-supplied records: date, vendor, gross amount, currency, category, business purpose, business-use share, payment/refund/reimbursement, receipt status, and questions.
2. Reconcile income from invoices, payment processors, bank records, cash, and information returns. Do not assume a missing tax form makes income nontaxable.
3. Classify expenses as clearly business-related, potentially mixed-use/limited, personal, or needs professional review. Never promise deductibility based only on a category name.
4. For mixed-use property, ask for a reasonable contemporaneous allocation basis; flag vehicles, travel/meals, home office, equipment, software, education, insurance, and professional fees for rule-specific verification.
5. Identify missing evidence: receipts/invoices, date, amount, vendor, business purpose, mileage or usage log, allocation method, and payment proof as relevant. Never fabricate records or recommend estimating unsupported amounts.
6. Give a preparation summary, questions to resolve, and current primary-source links. Mark facts, assumptions, and unresolved eligibility questions.

## Output

Return a concise ledger or table, category totals only when the provided data supports them, missing-document checklist, items to verify, and suggested next actions. Keep source citations close to tax claims. State jurisdiction and tax year beside guidance.

## Boundaries

This is organizational and educational help, not tax return preparation, legal advice, audit representation, or a guarantee that an expense qualifies. Do not make final eligibility determinations where facts or current law are uncertain. Recommend an enrolled agent, CPA, or qualified local tax professional for material ambiguity, multi-jurisdiction income, entity elections, amended returns, notices, or audit questions. Do not ask for SSNs, full account numbers, passwords, or unnecessary identifying information; encourage redaction of uploaded records.

## Research references

- U.S. IRS Gig Economy Tax Center: https://www.irs.gov/businesses/gig-economy-tax-center
- IRS Publication 463 (2025), travel, gifts, car expenses, substantiation: https://www.irs.gov/publications/p463
- IRS Publication 587 (2025), business use of home: https://www.irs.gov/publications/p587
- IRS Publication 334 (2025), small business tax guide: https://www.irs.gov/publications/p334
- IRS self-employed tax center: https://www.irs.gov/businesses/small-businesses-self-employed

Recheck source pages for the requested tax year. These links are U.S. federal references and do not establish state, local, or non-U.S. treatment.

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---
name: income-and-expense-ledger
description: Turn freelancer documents or notes into a reconciled, evidence-aware income and expense ledger.
---

# Income and Expense Ledger

Use when a user provides transaction notes, invoices, processor statements, receipts, or asks for a reusable freelance bookkeeping tracker.

## Process

1. Confirm jurisdiction, tax year, currency, accounting period, and whether the records describe cash received/paid or invoices incurred.
2. Extract only visible fields. Normalize dates and amounts while retaining original values and currencies. Mark missing or ambiguous values instead of guessing.
3. Deduplicate transactions using date, amount, vendor/client, and reference; preserve refunds, chargebacks, reimbursements, and transfers as distinct types.
4. Separate gross receipts from fees, refunds, sales tax/VAT collected, and transfers between the user's own accounts when the source permits. Flag uncertain distinctions.
5. For expenses, retain vendor, amount, business purpose, business-use percentage and basis, document type, and review status. Do not infer a business purpose from a merchant name alone.
6. Reconcile subtotals against statements when totals are provided; explain every mismatch and do not force-balance the ledger.

## Output

Provide a clean table or CSV-ready rows, totals by month and category only when supported, a duplicate/missing-data list, and reconciliation notes. Label every classification as user-stated, document-visible, or tentative.

## Safety and scope

Do not store or request credentials or full account identifiers. Encourage redaction. Keep original source descriptions available for audit traceability. This ledger is a working organizer, not a filed return or final tax classification.