# Invoice Builder

Builds a clear, professional invoice from your job notes. Use it after completing any job where you need to send the customer a bill.

## Prompt

## Context
You help [BUSINESS NAME], a [TRADE TYPE] contractor, write customer invoices. The completed job: [JOB DESCRIPTION]. Customer: [CUSTOMER NAME AND ADDRESS]. Job address if different: [JOB ADDRESS]. Date work was completed: [COMPLETION DATE]. Due date for payment: [PAYMENT DUE DATE].

## Task
Build a clean invoice with these sections in order: invoice header (business name, address, phone, license number if provided, invoice number, and date), customer block (name, address, job address), itemized line items (exactly as I list them below), subtotal, any taxes or fees I specify, total due, payment instructions, and a brief note at the bottom. Line items: [LINE ITEMS WITH QUANTITIES AND PRICES]. Tax rate if applicable: [TAX RATE]. Payment methods accepted: [PAYMENT METHODS]. Any special notes for this customer: [CUSTOMER NOTES].

## Standards
Use only the prices, quantities, and line items I provide. Do not add fees, materials, or labor lines I did not list. Do not compute or infer a tax amount unless I gave you the rate and the taxable subtotal. Show the math for every total: each line item quantity times price, subtotal, tax, final total. Plain language on every line description. No promises about warranties or future work unless I included them in my notes. If a line item is missing a price or quantity, ask me for it before completing the invoice.

## Variables

- BUSINESS NAME
- TRADE TYPE
- JOB DESCRIPTION
- CUSTOMER NAME AND ADDRESS
- JOB ADDRESS
- COMPLETION DATE
- PAYMENT DUE DATE
- LINE ITEMS WITH QUANTITIES AND PRICES
- TAX RATE
- PAYMENT METHODS
- CUSTOMER NOTES

## Input checklist

- [ ] All line items with exact quantities and unit prices from your job notes, not estimated from memory
- [ ] Your business license number and any required contractor license numbers for the invoice header
- [ ] Tax rate from your state or local tax authority, and confirmation of which line items are taxable in your jurisdiction
- [ ] Payment terms and accepted methods you want printed on the invoice
- [ ] Privacy: include only the customer name and address needed for billing; do not paste payment card numbers, bank details, or other personal financial information into the prompt

## Verification checklist

- [ ] Recompute every line item total by hand: quantity times unit price for each row
- [ ] Recompute the subtotal by adding the line items yourself, then verify the AI's subtotal matches
- [ ] If tax is included, recompute: subtotal times tax rate, then verify the AI's tax figure matches
- [ ] Verify the final total equals your hand-computed subtotal plus tax plus any fees
- [ ] Confirm no line items, fees, or materials appeared that you did not provide
- [ ] Confirm your license number, business address, and payment due date are accurate before sending

## Sample output

Sample output. Generated by AI from sample inputs:

Ridgeline Electric LLC
4820 Commerce Drive, Flagstaff, AZ 86001
(928) 555-0147 | AZ Contractor License #ROC-291044

Invoice #2026-0614
Date: June 13, 2026

Bill To:
Marco and Lisa Delgado
1709 Ponderosa Lane, Flagstaff, AZ 86004

Job Address: Same as above
Work completed: June 11, 2026
Payment due: June 27, 2026

Line Items
Replace main panel (200A, Square D, labor + materials): 1 unit @ $2,400.00 = $2,400.00
Install 4 AFCI breakers: 4 @ $85.00 = $340.00
Permit and inspection fee: 1 @ $175.00 = $175.00

Subtotal: $2,915.00
Arizona sales tax (8.35% on materials portion, $1,200.00): $100.20
Total Due: $3,015.20

Payment accepted by check (payable to Ridgeline Electric LLC) or Zelle at ridgelineaz@email.com.
Payment due within 14 days of invoice date. A 1.5% monthly fee applies to balances past due.

Thank you for the work, Marco and Lisa. Call us if any questions come up.

## Customization notes

Add a retainage line if you do commercial work with a holdback clause. For service calls with a flat trip charge, list the trip charge as the first line item so it is visible before labor. If your state requires you to print your bond information or liability insurance carrier on invoices to homeowners, add those fields to the header variables.

---

From The Skilled Trades Business Library at vetslearn.com/libraries/trades