Bewirtungsbeleg Creator

The config file is gitignored to keep your personal information private when publishing this skill.

Workflow

Follow this exact sequence when the user provides a restaurant receipt:

Step 1: Analyze the Receipt

Extract the following information from the uploaded receipt image or PDF:

Required from receipt:

• Restaurant name and full address
• Date of the meal (Rechnungsdatum) - This will be used as "Datum der Bewirtung"
• Location/City - Extract from restaurant address, this will be used as "Ort der Bewirtung"
• Total amount including VAT (Gesamtbetrag/Bruttobetrag) - this is the only amount needed
• Receipt/register number (Registriernummer or Rechnungsnummer)

Check carefully for tip (Trinkgeld) on receipt:

• Look for any handwritten notes on the receipt mentioning "Trinkgeld", "Tip", "TG" or similar
• Check for a separate line item labeled "Trinkgeld" on the receipt
• Tips are often added by hand after the printed total
• If the receipt shows TWO totals, the difference is likely the tip
• Common patterns:
  • Original receipt shows €102, handwritten note "Trinkgeld €10", final amount €112
  • Receipt has printed "Summe: €102" and handwritten "Gesamt: €112"

Important about tips:

• If you see ANY indication of a tip on the receipt, extract that amount
• The gesamtbetrag in the JSON should be the FINAL total INCLUDING the tip
• The trinkgeld field should contain the tip amount separately
• If NO tip is visible, ask the user in Step 2

Optional from receipt:

• Tax ID or VAT ID (Steuer-Nr. or USt-IdNr.) of the restaurant

Note:

• The date and location from the receipt will be automatically used for the Bewirtungsbeleg
• You only need the total amount (Gesamtbetrag) - no need to split into net and VAT amounts
• The detailed itemization is on the original receipt which will be attached

Tax ID Format Recognition:

German tax IDs come in two formats:

1. Steuernummer (Tax Number):

   • 10-11 digits, often with slashes: 133/8150/8159
   • Or 13 digits without separators: 5133081508159
   • Varies by Bundesland (federal state)

2. Umsatzsteuer-Identifikationsnummer (VAT ID):

   • Always starts with "DE" followed by 9 digits
   • Format: DE123456789
   • Used for EU business transactions

Important: If no tax ID is found on the receipt, leave the field blank in the generated PDF. This is acceptable for tax purposes.

Step 2: Gather Additional Information

Ask the user for information not available on the receipt, but only if not part of the prompt already:

Always required:

• Bewirtete Personen (Guests): Ask "Wer waren die bewirteten Personen?"

  • Collect full names
  • Company names are OPTIONAL - only ask if relevant or if the user mentions them
  • CRITICAL: THe host has to be added to the guest list as well

• Anlass (Occasion): Ask "Was war der Anlass der Bewirtung?"

  • The occasion must clearly demonstrate business context
  • Vague answers like "Geschäftsessen" are NOT sufficient for tax purposes
  • Guide the user to provide specific details, for example:
    • "Projektbesprechung zur Implementierung des CRM-Systems mit Kunde XY"
    • "Vertragsverhandlung über Cloud-Migration-Projekt"
    • "Akquisegespräch mit potenziellem Neukunden"

Ask ONLY if not found on receipt:

• Trinkgeld (Tip): If you did NOT find any indication of a tip on the receipt, ask "Wurde ein Trinkgeld gegeben? Falls ja, wie viel?"
  • If user says no tip was given, set trinkgeld to 0 in the JSON
  • If user provides a tip amount, add it to the receipt total for the final gesamtbetrag

Note: Date and location are automatically extracted from the receipt, so don't ask the user for these.

Step 3: Create JSON Data Structure

Prepare a JSON file with all collected information:

{
  "datum_bewirtung": "DD.MM.YYYY",  // Automatically from receipt date
  "ort_bewirtung": "City name",      // Automatically from restaurant address
  "gastgeber": "Full Name",          // Will use config.yml value if not provided in data
  "gaeste": [
    {
      "name": "Full Name",
      "unternehmen": "Company Name (optional)"
    },
    {
      "name": "Another Person"
    }
  ],
  "anlass": "Detailed business occasion",
  "restaurant_name": "Restaurant Name",
  "restaurant_adresse": "Full Address",
  "restaurant_steuernr": "Tax/VAT ID (optional)",
  "gesamtbetrag": 156.90,  // FINAL total INCLUDING tip (if any)
  "trinkgeld": 10.00       // Tip amount separately, use 0.0 if no tip
}

CRITICAL - Understanding gesamtbetrag and trinkgeld:

Example 1: Receipt WITH tip notation

• Receipt shows: "Rechnung: 102,00 €"
• Handwritten on receipt: "Trinkgeld: 10,00 €"
• Your JSON should be:

  {
    "gesamtbetrag": 112.00,  // 102 + 10
    "trinkgeld": 10.00
  }
  

Example 2: Receipt WITHOUT tip notation, user confirms tip

• Receipt shows: "Summe: 102,00 €"
• User says: "Yes, I gave 10 euros tip"
• Your JSON should be:

  {
    "gesamtbetrag": 112.00,  // Receipt + tip
    "trinkgeld": 10.00
  }
  

Example 3: No tip given

• Receipt shows: "Summe: 102,00 €"
• No tip notation, user confirms no tip
• Your JSON should be:

  {
    "gesamtbetrag": 102.00,
    "trinkgeld": 0.0
  }
  

Important notes:

• datum_bewirtung: Use the date from the receipt (Rechnungsdatum)
• ort_bewirtung: Extract the city from the restaurant address
• gastgeber: You can omit this field - the script will automatically use the value from config.yml
• gesamtbetrag: ALWAYS the final total INCLUDING tip (if any)
• trinkgeld: The tip amount separately; use 0.0 if no tip was given
• Net amount and VAT are NOT needed - they're already on the restaurant receipt

Step 4: Generate the PDF

1. Save the JSON data to a temporary file

2. Save the uploaded original receipt to a temporary file (keep original format - PDF or image)

3. Execute the PDF generation script:

   python3 scripts/create_bewirtungsbeleg.py \
     --json data.json \
     --output bewirtungsbeleg.pdf \
     --receipt /path/to/uploaded/receipt
   

   Note: The signature is automatically loaded from assets/signature.png - no need to specify --signature parameter

4. The script will automatically:

   • Convert the receipt image to PDF if needed
   • Apply EXIF orientation correction to ensure the image is correctly oriented
   • Add the original receipt as the first page(s)
   • Create the Bewirtungsbeleg with the attached signature pre-filled
   • Add the signed Bewirtungsbeleg as the last page
   • Result: 2-page PDF (page 1 = original receipt, page 2 = signed Bewirtungsbeleg)

5. Move the generated PDF to /mnt/user-data/outputs/

6. Provide the download link to the user

Important:

• The --receipt parameter must point to the uploaded receipt file from /mnt/user-data/uploads
• Supported formats: PNG, JPEG, JPG, GIF, BMP, WebP, TIFF, TIF, HEIC, HEIF, and PDF
• All color modes supported: RGB, RGBA, CMYK, Grayscale, Palette, LAB, YCbCr, HSV
• The receipt can be a photo, scan, or PDF
• The signature is automatically included - stored in assets/signature.png
• The final PDF will have 2+ pages: original receipt first, then the signed Bewirtungsbeleg

Step 5: Provide Instructions

After creating the PDF, inform the user:

Document structure:

• Page 1: Original restaurant receipt
• Page 2: Signed Bewirtungsbeleg (with automatic signature)

What's already done:

• ✅ Signature is already included automatically
• ✅ Original receipt is attached as first page
• ✅ Date and location are filled in

User actions:

• Print the complete PDF and file for tax records
• No manual signature needed - it's already signed!

Tax note:

• Business meal expenses are only 70% tax-deductible in Germany

Important Notes

Tax Compliance Requirements

• The receipt must be machine-generated (not handwritten)
• Must contain a receipt/register number
• Itemization of food/beverages is required
• For receipts over €250, the company name must be on the receipt
• The occasion must clearly demonstrate business connection
• Tax ID (Steuer-Nr. or USt-IdNr.) is helpful but not mandatory if missing

For detailed tax requirements, see references/steuerliche_anforderungen.md.

Common Issues

Insufficient occasion description:

• ❌ Bad: "Geschäftsessen", "Besprechung"
• ✅ Good: "Projektbesprechung CRM-Implementation mit XY GmbH", "Vertragsverhandlung Cloud-Migration"

Missing information:

• If critical information is missing from the receipt (amounts, itemization), inform the user and explain what's needed
• If the tax ID is missing, that's acceptable - the field will be left blank on the Bewirtungsbeleg

Tips (Trinkgeld):

• Tips must be noted separately as they're usually not on the receipt
• Should be noted on the receipt and signed by the restaurant
• Must be included in the Bewirtungsbeleg

Resources

Scripts

• scripts/create_bewirtungsbeleg.py - Generates the PDF from JSON data, merges with original receipt, and adds signature

References

• references/steuerliche_anforderungen.md - Complete German tax requirements for Bewirtungsbelege

Assets

• assets/signature.png - (automatically included in generated PDFs)