Paste one prompt into ChatGPT. It works out the labour, adds the GST, finds your own invoice template, checks whether the client already exists, makes the folder if they don't, saves the invoice into your Drive and then reads it back to check it.
This is the paperwork most sole traders put off until Sunday night. The prompt does the lot in a single run.
Labour, parts, call-out fees and discounts, totalled and laid out properly.
Tell it whether your rate is ex‑GST or GST‑inclusive and it calculates from there.
Searches your Drive for the invoice template you already use — and leaves the original alone.
Looks for an existing folder first, so you don't end up with the same customer twice.
Files it in the client's folder with a sensible name like INV‑2026‑014 — Smith Plumbing.
Reopens the finished invoice and verifies every field before it tells you it's done.
All of it is free. If you already invoice out of Google Drive you're most of the way there.
Type the details on the left and they drop straight into the prompt. Leave anything blank and the placeholder stays put for you to fill in later.
These run in order, because each one depends on the one before it.
Business name, ABN, address, logo, bank details and payment terms — pulled from your own connected files, never invented.
Searches Drive for the template you already use and keeps your branding, layout and terms. The original is never overwritten.
Hours × rate, then parts, charges, discounts and GST. Shows line total, subtotal, GST and the final amount owing.
Follows your existing numbering if it can find it, and won't reuse a number you've already issued.
Today's date unless you gave it another one.
Uses the terms already on your template. It won't dream up unusual conditions.
Looks for the client's folder, past invoices, quotes and job records before assuming they're new.
Only when there isn't one already, inside your existing customer directory. Nothing else gets reorganised.
Into that client's folder, named with the invoice number and business so you can find it later.
Reopens it and verifies all 19 fields — including that no details from the last customer's invoice are still sitting in it.
Most of the prompt's length is rules about what not to do. That's deliberate — an invoice with a made-up ABN or the wrong bank account is worse than no invoice at all.
And it can't claim credit for work it didn't do. The prompt forbids saying something was created, saved or checked unless the action actually happened. If a connection is missing, it has to say so.
A plain summary, then the links — so you can sanity-check it before it goes to the customer.
Plus a link to the finished invoice, a link to the client's folder, and a note about anything you should check by hand before sending.
We can get Drive organised, build you a real invoice template and wire the whole thing up so it works first time.
