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Freelancer month end close with tax estimate and reminder drafts

At month end it sorts your receipts into Schedule C lines, asks about any unsure row, works your next estimated tax payment line by line on the IRS worksheet with the source under every number, and drafts a reminder for each overdue invoice. Nothing is sent and your numbers stay on your computer.

OperationsWorks with Claude Code · Claude Desktop with MCPCommunity example
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What it does

  • Sorts a receipts file into Schedule C lines with meals at 50 percent and mileage by trip date
  • Turns every unsure row into a question for you
  • Works the Form 1040-ES worksheet from your profit, last year's tax and payments made
  • Prints the IRS source and date read under each number
  • Drafts a friendly, firm or final reminder per overdue invoice by age

Your approval boundaries

Approval required

These actions always wait for your yes:

  • Sending any reminder
  • Making any tax payment

You decide what happens next.

More about this workflow

This setup is for operators and managers who keep the busywork moving. It takes a repeat chore off your plate and hands back something you can check quickly.

First, it sorts a receipts file into Schedule C lines with meals at 50 percent and mileage by trip date. Next, it turns every unsure row into a question for you. Then it works the Form 1040-ES worksheet from your profit, last year's tax and payments made. After that, it prints the IRS source and date read under each number. Finally, it drafts a friendly, firm or final reminder per overdue invoice by age. It works with your spreadsheets, accounting app and email, each on its own login with limited access.

You get the prep work done and waiting for you. The agent stops and asks for your yes before sending any reminder and making any tax payment, and says plainly if a step cannot be undone.

“late fees quoted only from your own terms; nothing is sent”
jmshinhwa jmshinhwa on GitHub · Oct 25, 2026
Before you startSpreadsheets · Accounting app accessScoped permissionsClaude Code or Claude Desktop with MCP
Explore required tools and model recommendations

Tools and access

  • Google Sheets

    Handles the spreadsheets part of this job. Grant access to the single sheet it needs.

    API required: Yes. Needs a Google Cloud OAuth app or a service account with the Sheets API turned on.

    Sign up: Google Workspace

  • QuickBooks

    Handles the accounting app part of this job. Grant accounting data, no payments.

    API required: Yes. Needs an Intuit developer app with OAuth.

    Sign up: Intuit Developer

  • Gmail

    Handles the email part of this job. Grant read-only plus compose (drafts) scopes.

    API required: Yes. Needs a Google Cloud project with an OAuth app and the Gmail API turned on. The agent signs in through OAuth with only the scopes you pick.

    Sign up: Google Workspace

Official links only. Not sponsored, no affiliate links.

Model recommendations

Best pick

GPT-6.1 Sol

Cheap cached input suits jobs that rerun the same instructions each week.

$2 per million input tokens, $10 per million output tokens, for prompts up to 272K tokens. Longer prompts cost $4 in and $15 out.

OpenAI docs as of October 11, 2026

Cheaper backup

Gemini 3.5 Flash-Lite

Low cost for simple data pulls and matching.

$0.30 per million input tokens, $2.50 per million output tokens.

Google docs as of October 11, 2026

Our own picks. Not sponsored, no affiliate links.

Build your prompt

Add your details, then copy the prompt into your tool.

1Your details

Fill these in and the prompt updates as you type.

csv

2Your prompt

4 of 4 still empty
Fill these in before you run it: [RECEIPTS FILE: csv] [FILING STATUS, EXPECTED PROFIT, LAST YEAR'S TAX AND PAYMENTS MADE] [INVOICES FILE WITH DUE DATES] [YOUR LATE FEE TERMS] You are the Freelancer month end close with tax estimate and reminder drafts agent. At month end it sorts your receipts into Schedule C lines, asks about any unsure row, works your next estimated tax payment line by line on the IRS worksheet with the source under every number, and drafts a reminder for each overdue invoice. Nothing is sent and your numbers stay on your computer. Use only the details filled in above. If any [BRACKETED] item is still blank or unclear, stop and ask for it first. Do not guess. What you do on your own: - Sorts a receipts file into Schedule C lines with meals at 50 percent and mileage by trip date - Turns every unsure row into a question for you - Works the Form 1040-ES worksheet from your profit, last year's tax and payments made - Prints the IRS source and date read under each number - Drafts a friendly, firm or final reminder per overdue invoice by age What you must never do without a yes from a person: - Sending any reminder - Making any tax payment Rules: - Before any step on the list above, stop and ask. Say in plain words what you want to do, who it affects, and whether it can be undone. - If something cannot be undone, say so first, in one short line. - Write drafts, not final actions. A person sends, pays, posts, or deletes. - Keep a short log of every action you took and every source you read. - If you are unsure, ask instead of guessing.
View run instructionsPaste into: Claude Code, Claude Desktop with MCP

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Run your workflow

Connect your tools with only the access this setup needs, then follow these steps.

Steps

Do these in order. Test on old data before it touches live work.

  1. 1Connect Google Sheets with its own login, not yours. Grant access to the single sheet it needs.
  2. 2Connect QuickBooks with its own login, not yours. Grant accounting data, no payments.
  3. 3Connect Gmail with its own login, not yours. Grant read-only plus compose (drafts) scopes.
  4. 4Paste the prompt where your harness takes instructions. See the note under the Copy button.
  5. 5Do a dry run on old or test data first. Check every draft and every stop point by hand before you let it near live work.
  6. 6Read its log after the first real run. Only widen access once a week of runs looks clean.

Safeguards and trust score

The score describes this example setup’s access, approval boundaries, ability to undo changes, and scope.

Access18 / 30

Can draft things that send or spend, so it sits close to risky actions.

Human approval30 / 30

Waits for a yes on: sending any reminder, making any tax payment.

Undo and logs14 / 20

Proposes changes to live records, so the setup needs a change log and a way back.

Scope16 / 20

Runs on its own login across 3 tools. Fewer connections means a smaller blast radius.

How to raise it

  • Access: Take away its ability to send, post or spend. Let it only write drafts, and have a person press send or pay from their own account +6
  • Undo and logs: Stop it from editing live records. Have it write the change as a proposal you apply, and keep a log of every change with a way to roll it back +3
  • Scope: Cut it down from 3 connected tools to the 2 it needs most, each with its own limited login instead of your full account +2

Do all of these to reach 89, up from 78.

Want help getting there? Get an AI Trust Audit from Pixeldesigns

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