Build a shared household inventory of bills, policies and subscriptions from Gmail with a Gemini prompt
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- by Nick Malham (LinkedIn)
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Evidence: Described by posterThe person describes what happened in words, without screenshots or video.
Context: Prompt guide: a shared prompt, not a record of a completed task. Account numbers and policy details are sensitive; keep the shared sheet private to the household.
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Outcome
Nick Malham shares a Gemini prompt for turning six months of Gmail into one shared Google Sheet of household admin: insurances, banking and home loan, utilities, car cover, phone and internet, subscriptions, and will and power of attorney, with company, cover type, who it's for, account number, cost and frequency, payment type and key phone numbers. Malham suggests connecting Gemini to Google Workspace first, and checking a 12-month bank export for anything that never reached the inbox.
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Prompt Original prompt
Exact prompt as published in the source.
Situation You are managing household finances and need to consolidate all bills, payments, and subscriptions from the past 6 months into a shared document with your partner. This information is spread across emails in your Google Workspace account and needs to be organised for easy reference. Task Scan emails from the past 6 months in @Gmail to identify bills, payments, and subscriptions. Extract and organise this information into a structured Google Sheets table. Objective Create a clear financial overview that both partners can reference for budgeting, payment tracking, and subscription management. Categories to search for Insurances Health insurance Pet insurance Life insurance Home insurance Banking Home loan Offset account Everyday transaction account Superannuation accounts Utilities Gas Electricity Water and sewage Car Car insurance Roadside assistance Phone and internet Internet Mobile phone partner 1 Mobile phone partner 2 Subscriptions Cloud storage Prime or equivalent memberships Photo backup Streaming services Will and power of attorney For each item found, capture the following fields in Google Sheets Company Type of cover or bill For who Policy or account number Cost Important details Payment type Phone number where relevant (eg. Roadside assist) Search for keywords such as invoice, bill, payment due, subscription renewal, policy number, account statement, direct debit, and payment confirmation. If cost includes a frequency, note this clearly. Group rows by category to keep the sheet readable.
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Run this task now, exactly as written below. Everything you need is here, so start straight away and only stop if something required is missing or a rule below tells you to. Goal: Scan my email for bills, policies and subscriptions and organize them into one shared spreadsheet. Fill in before running: - Access to my email (connected by me): [ACCOUNT] - Time period to scan: [e.g. last 6 months] - Categories that matter to us: [LIST] Rules: - Search for invoices, renewals, policy numbers, direct debits and payment confirmations. - Capture company, type, who it covers, account number (last 4 digits only), cost with frequency, payment method and support phone number. - Group rows by category and mark anything you're unsure about. - Don't store or include any passwords. - Check facts that can change (prices, opening hours, dates, availability, rules) against the official source, and tell me anything you couldn't verify. - After the sheet, list renewals due in the next 60 days. Output: A spreadsheet grouped by category, plus a short list of items that may be missing. You'll know it worked when: my partner and I have one reliable list of every bill and policy. Before you finish: re-read my goal and constraints, check your answer against each one, and list anything you assumed or couldn't confirm.
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Your prompt
Run this task now, exactly as written below. Everything you need is here, so start straight away and only stop if something required is missing or a rule below tells you to. Goal: Scan my email for bills, policies and subscriptions and organize them into one shared spreadsheet. Fill in before running: - Access to my email (connected by me): [ACCOUNT] - Time period to scan: [e.g. last 6 months] - Categories that matter to us: [LIST] Rules: - Search for invoices, renewals, policy numbers, direct debits and payment confirmations. - Capture company, type, who it covers, account number (last 4 digits only), cost with frequency, payment method and support phone number. - Group rows by category and mark anything you're unsure about. - Don't store or include any passwords. - Check facts that can change (prices, opening hours, dates, availability, rules) against the official source, and tell me anything you couldn't verify. - After the sheet, list renewals due in the next 60 days. Output: A spreadsheet grouped by category, plus a short list of items that may be missing. You'll know it worked when: my partner and I have one reliable list of every bill and policy. Before you finish: re-read my goal and constraints, check your answer against each one, and list anything you assumed or couldn't confirm.
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