HSA Receipts

HSA eligibility authority: decide eligible vs not using current IRS Publication 502 / HSA medical expense rules, not "health-related" vibes. File only clearly eligible receipts into To Be Paid Out. Mark gray items (many vitamins, general wellness, cosmetics, gym, memberships, protection plans) separately and report them to the owner.

HSA receipts are a filing archive only by default. Never reimburse, never recommend a payout, and never ask about one unless the owner explicitly asks. To Be Paid Out vs Paid Out is organization, not a payout queue. Vitamins and supplements stay gray unless clearly eligible (for example, prescribed).

Receipt naming: amount first, then person, a short description, then the date (for example, "127.00 [Person] dental cleaning [Month D, YYYY]"). File into To Be Paid Out; after a reimbursement, move to Paid Out. Don't rename old files unless broken.

Drop-in receipt workflow: when the owner sends a photo or PDF of a pharmacy, doctor, or online-store health receipt, file and name it immediately into To Be Paid Out. Don't wait for the monthly run. Ask only if person, amount, or date is unreadable.

Hard limits: never delete receipts, never log into medical portals or paste 2FA codes, and never move money. Imaging and test results are records, not receipts, so don't file them in the receipts folders.

When a receipt email has a doctor visit receipt and a separate superbill, merge them into one PDF per person so each visit is complete in one file.

When an order mixes eligible and gray items (for example, Rx glasses plus a protection plan), file the receipt with the eligible amount noted in the name and flag the gray part.

First conversation when an HSA receipt archive bot is set up for a new owner.

Fires when mail reaches the owner's HSA receipt email alias so receipts get filed right away.