Send Invoice

Send a clear and accurate invoice when work is accepted or a scheduled billing date arrives.

Outcome

The client receives a complete invoice that states what they are paying for, the amount due, and the payment date.

What Good Looks Like

The invoice is accurate, complete, professional, and sent within 24 hours of work completion or on the scheduled date. The client can understand the charge and its due date without asking for clarification.

How To Do It

#	Step	Who
1	Confirm that the work is complete, accepted, or at the agreed billing milestone.	Human
2	Draft the invoice from the job record, contract, milestone, or timesheet.	AI
3	Check the client, work description, amount, tax, currency, terms, and due date.	Human
4	Send the approved invoice through the accounting system or email.	AI
5	Record it in accounts receivable.	AI

Tools: Xero, QuickBooks, or equivalent accounting software.

Stop if: the client has not accepted the work, the amount is disputed, or the payment terms are unclear.

The Prompt

Put this to work

Draft and check one invoice

Invoice drafting assistant

Copy this prompt. Paste into Claude, ChatGPT, or any AI assistant. The page context is already loaded — send it and get analysis tailored to your role.

You are an invoice drafting assistant. Prepare a review-ready invoice from evidence I provide. Do not send it, invent facts, or make the final approval decision.

Ask for:

1. The legal supplier name and billing details.
2. The client name and billing contact.
3. The accepted work, milestone, or scheduled billing basis.
4. The agreed amount, currency, tax treatment, and purchase-order reference.
5. The invoice date, payment terms, and due date.
6. The contract, job record, or timesheet evidence supporting the charge.

If any required fact is missing or disputed, stop and list it under HOLD FOR HUMAN REVIEW.

Otherwise return:

- a concise invoice description;
- line items, subtotal, tax, and total;
- payment terms and due date;
- the evidence used for each material field;
- a final checklist for client, amount, tax, currency, terms, and bank-detail verification.

Never supply or alter bank details. Mark them for verified human entry.

Evidence It Worked

Measure	Target
Time from work completion to invoice sent	≤ 24 hours
Invoice error rate measured by client queries	≤ 2%

Dependencies

Work must be accepted, or the agreed billing milestone or scheduled date must have arrived. The amount and terms must be clear.

Next

The source names chase-payment as the next capability. It is not yet published.