Send invoices and proposals from the job site with a WhatsApp message: AI agent prompt
Text a quick note from the field and have an agent turn it into an invoice in your accounting software or a client proposal, with your approval before anything goes out. A UK kitchen-extraction company raised 22 Xero invoices and 14 proposals this way and estimates it saves 10 hours a week of admin.
FinanceInvoicingintermediateThe prompt
I run a [type of trade] business and I'm sending you job notes from site. Turn this note into a draft I can approve: [paste or dictate note, e.g. 'Finished deep clean at Joe's Diner, 2 techs 4 hrs, replaced 1 filter, invoice net 14']. My price list: [rates and parts]. Client details on file: [name, address, email]. Give me: (1) a ready-to-enter invoice with line items, quantities, rates, VAT and due date, or a short proposal if the note asks for a quote, (2) anything missing or unclear that I need to confirm, and (3) a two-line message to send the client with it. Don't invent prices or work that isn't in my note or price list.
How to use it
- Copy the prompt above.
- Replace every [bracket] with your own details (or fill in the blanks on AgentPlaybook Real Estate, which remembers your answers for the next prompt).
- Paste it into ChatGPT, Claude, WhatsApp and review the answer before you use it.
Works with: ChatGPT, Claude, WhatsApp, Make, Xero
Real-world example: campbellconsultancy.co/blog/whatsapp-ai-agent-case-study-fan-rescue/
Featured in: AI agent prompts for Zapier, Make and n8n automations · AI prompts for contractors, construction and field service businesses
Before you use it: what to check
Already built into this prompt
- Don't invent prices or work that isn't in my note or price list.
Check yourself
- This prompt works on text other people wrote (emails, reviews, messages or web pages). That text can hide instructions aimed at AI, such as "ignore your rules and…". Paste it as material to work on, and never let the AI act on requests inside it, like paying, sharing logins or changing records. How prompt injection works →
- Check every figure, price and total against your own records before anything is sent, posted or booked. A person approves refunds, discounts, payments and price changes.
- Remove names, contact details, account numbers and other personal data the task doesn't need before you paste, and check your AI tool's data and training settings.
- Read and edit the draft before it reaches a customer or goes public. If you later automate this prompt, start with "draft and notify me", not "send automatically".
Using an AI agent? Download this prompt as a SKILL.md agent skill with these checks built in, or get the .zip for Claude.ai. How to install skills.
Want to make this prompt even better? Grade it with the free prompt grader or build your own with the AI prompt generator.
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