Build a shared household inventory of bills, policies and subscriptions from Gmail with a Gemini prompt

Posted

Jan 20, 2026 by Nick Malham (LinkedIn)

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Last checked

Oct 17, 2026

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Method:

How we verify

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.

Beginner-friendlyNo logins, payments or coding needed. Low risk: paste the prompt and you should get something useful.

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.

Agent

Gemini

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.

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.

Source

https://www.linkedin.com/posts/nickmalham_ive-been-playing-with-gemini-recently-trying-activity-7419222178426175489-u_l4