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More in Bookkeeping, receipts & invoices.

Draft invoices, log them for the accountant and prepare client emails in one pass with Claude

WorkedEvidence: Described by posterPosted Last checked

One message to Claude turns a finished project into an invoice, a row for the accountant and a client email draft for review.

How to use this

  1. Tap Copy prompt.
  2. Open Claude.
  3. Paste it into the message box.
  4. Replace anything in [CAPITAL LETTERS IN BRACKETS] with your own details.
  5. Send it, then read the answer before acting on it.
New to this? What's a prompt?

A prompt is the message you send to the AI tool. Copy the one on this page, put your own details where it asks, and read the answer before you act on it.

Prompt

Recreated prompt

The source didn't share its exact prompt, so we wrote one from what it describes. The result shown is the source's, not ours.

What the prompt labels mean

The person didn't share their exact words, so we wrote this from what they described. We haven't tested it, and they didn't use this exact version.

Project finished: client [NAME], work completed [DESCRIPTION], amount [AMOUNT]. Using my client log and invoice sample, create the invoice with the next invoice number, add a row to our accounting sheet with the date, client, number, amount and file, save the PDF to the invoices folder, and draft a short email to the client in Gmail with it attached. Don't send anything.

Try this in:

ChatGPT Gemini Grok Claude Used in source

This prompt has blanks to fill in, like [NAME]. We'll copy it instead of filling it in, so you can edit it before you send.

The source used Claude. These are general chat tools, so results may differ.

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These links are only a shortcut. We're not affiliated with OpenAI, Google, Anthropic or xAI, and your results may not match the source.

Optional stronger version

Our rewrite with extra checks. The poster didn't test it.

Before you start, ask me 1–3 short questions about the details below and wait for my answers. Once I've answered, confirm the plan in one line and run the whole task start to finish.

Goal: Invoice a finished job, record it for the accountant and draft the client email in one step.

Questions to ask me first:
- Where are your client details and invoice sample kept?
- Which sheet does your accountant use?
- Who reviews before anything is sent?

Inputs (fill in or confirm):
- Client log: [NAME, BILLING DETAILS, EMAIL]
- Invoice sample: [FILE]
- Accounting sheet and folder: [LINKS]
- Next invoice number: [NUMBER]

Rules:
- Number invoices in sequence with no gaps or repeats.
- Copy client details exactly from the log.
- Draft emails only; never send.
- Flag anything missing instead of guessing it.

Checkpoint: Show the invoice before logging it or drafting the email.

If you get stuck: If a client isn't in the log, stop and ask for their details.

Verify before you finish: The sheet row, the invoice file and the email draft all show the same number and amount.

Output: An invoice PDF, a new accounting row and a Gmail draft ready to review.

Done when: The invoice is ready to send and the books are up to date.

AI tool

Claude

Outcome

Shubham Sharma's wife came up with this invoicing workflow, and Sharma copied it. A Claude project holds a log of each client's billing details and email address and the details of the billing entity. When a project is finished, the user tells Claude the client, the work done and the amount; Claude prepares the invoice in a defined format from a sample, adds the line items and the next invoice number, adds a row (date, client, invoice number, amount and the file) to the Google Sheet their chartered accountant uses, saves the file to a Google Drive folder, and drafts a short email in Gmail with the invoice attached. In Sharma's wife's version, the final layer stays human: every invoice and email is read, checked and reworded if needed before anyone hits send. What used to be four small jobs in four places is now one message to Claude and one review, and invoices go out on time.

Evidence: Described by posterThe person describes what happened in words, without screenshots or video.

Source

Posted
by Shubham Sharma (The Rundown community)
Last checked
Method:
How we verify

https://app.therundown.ai/community/posts/43097779-2af7-4326-828f-f07e56ccb81e

Context: Posted to The Rundown community (date from the post's UTC timestamp). 'CA' in the post is a chartered accountant. A person reviews every invoice and email before sending.

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