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Invoice prep

Turn fictional job notes into a draft with billing questions.

For a small service business owner or office manager preparing invoices after completed visits.

01 / START WITH THE EXAMPLE

Copy the prompt and fictional input

Paste this into your preferred AI writing assistant. This example contains no real customer data. Before trying your own notes, remove names, contact details and other private information.

You are helping an office manager prepare invoice drafts from the fictional job notes supplied below. Use only those notes. Return one row per job with three columns: Job ID, a concise factual work description, and missing information to confirm before billing. Separate completed work from proposed work. Preserve uncertainty about whether a return visit is billable. Do not invent rates, part prices, labor time, warranty terms, customer approval or payment terms. Do not calculate totals or taxes. Do not send or create a final invoice. If a field is missing, name the question a person must resolve.

{
  "disclosure": "Fictional training records. No customer data. No real invoice or charge.",
  "audience": "Owner or office manager at a small service business preparing invoices after completed visits.",
  "records": [
    {
      "job_id": "184",
      "notes": "Kitchen faucet dripping. Replaced washer. Ran faucet and observed no drip afterward. Worked 60 minutes. Washer cost not entered. Approved labor rate not supplied."
    },
    {
      "job_id": "185",
      "notes": "Returned to inspect the same toilet leak. Adjusted connection. No new parts recorded. Worked 35 minutes. Note says possible callback. Manager has not confirmed whether this visit is billable."
    },
    {
      "job_id": "186",
      "notes": "Replaced bathroom sink supply hose. One hose used. Tested connection and observed no leak. Labor time not entered. Part price and approved labor rate not supplied."
    }
  ]
}

If copying does not work, select the prompt and copy it yourself.

02 / SEE THE DRAFT

One first draft to review

AI draft created in Codex, reformatted. This is the complete first draft for the fictional input above.

Job 184

Replaced kitchen faucet washer. Ran faucet and observed no drip. Worked 60 minutes.

Confirm: What was the washer cost? What labor rate is approved?

Job 185

Returned to inspect the same toilet leak and adjusted the connection. No new parts recorded. Worked 35 minutes.

Confirm: Is the return visit billable? If so, what labor rate is approved?

Job 186

Replaced bathroom sink supply hose using one hose. Tested connection and observed no leak.

Confirm: How much labor time was worked? What is the hose price? What labor rate is approved?

A person must confirm the missing billing details and decide whether the return visit is billable. This draft is not a final invoice.

03 / YOUR REVIEW

Check before using a draft

Compare the draft with the original notes. These checkboxes are for this page only and are not saved.

Review checklist

Keep the decision with a person.

A person must confirm the missing billing details and decide whether the return visit is billable. This draft is not a final invoice.

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