Draft a professional invoice from [SELLER DETAILS] to [CLIENT DETAILS] for [WORK OR PRODUCTS]. The agreed line items, quantities, rates, and dates are [LINE ITEM DETAILS]. Payment terms and method are [PAYMENT TERMS]. Tax, discount, deposit, and currency information are [TAX AND ADJUSTMENTS]. Do not invent invoice numbers, purchase-order numbers, tax registration details, payment addresses, bank details, legal terms, completed work, tax rates, or approval dates. Create an invoice in plain text that I can paste into an invoice tool or document. Include: seller name and contact details; client billing details; a clearly marked invoice-number placeholder; issue date and due date placeholders if I did not supply dates; reference or PO field; a line-item table with description, service period or delivery date, quantity, unit rate, line total; subtotal; discounts; tax; deposits or credits; total due; currency; payment instructions; and a short note of thanks. Use descriptions that let the client reconcile the charge to the agreed scope. Separate reimbursable expenses from professional services and state whether expenses are billed at cost only when I have supplied that agreement. If a deposit has already been paid, show it as a credit rather than reducing a line item. After the invoice, provide a calculation audit that shows each multiplication and how subtotal, tax, credits, and total due were reached. Add a short “items to confirm” list for any missing legal, tax, payment, or contractual detail. This is an administrative draft, not tax or legal advice; I will confirm tax treatment and required invoice fields with a qualified professional or local authority. Before answering, check that all arithmetic reconciles exactly and that the due date and payment terms do not conflict. Ask up to 3 clarifying questions only if a required input is missing.
Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [SELLER DETAILS] | Enter the seller’s legal or trading name, business address, contact details, and any verified registration fields required. | Northline Design Studio, 17 Maple Street, Portland, ME 04101, [email protected] |
| [CLIENT DETAILS] | Enter the client’s billing name, billing address, contact, and approved purchase-order reference if applicable. | Alder & Finch Coffee Roasters, Attn: Priya Desai, 8 Harbor Way, Boston, MA 02110, PO AF-1842 |
| [WORK OR PRODUCTS] | Briefly describe the agreed project, service, or goods being invoiced. | Packaging design for the winter coffee collection |
| [LINE ITEM DETAILS] | List each charge with description, service date or period, quantity, unit, and agreed rate. | Creative direction, September 3–5, 6 hours at $125/hour; label design system, September 8–19, 18 hours at $125/hour; print proof shipping, September 22, 1 at $34.80 |
| [PAYMENT TERMS] | Enter the agreed payment deadline, accepted method, and only payment details you are authorized to include. | Net 30 from invoice date; payment by ACH using the account details shown in the approved vendor portal |
| [TAX AND ADJUSTMENTS] | Enter the confirmed currency, tax rate or exemption status, discounts, deposits, credits, and reimbursable expenses. | USD; no sales tax charged; 50% project deposit of $1,500 received September 1; shipping billed at cost |
How to use
- Paste the agreed scope and line items exactly as they appear in your contract, statement of work, or approved quote.
- Supply only confirmed tax and payment information; leave unknown fields as placeholders until you verify them.
- Compare the calculation audit against the invoice total and confirm the deposit is shown as a credit.
- Follow up with: “Create a polite payment-reminder email for this invoice, due [DATE], without changing any invoice facts.”
Variations
Freelance invoice
Use this when billing professional services by hour, day, or milestone.
Draft a freelance invoice for [CLIENT] from [FREELANCER]. The project is [PROJECT], and the completed, approved work is [COMPLETED WORK]. Use these rates and quantities: [RATES AND QUANTITIES]. Terms are [TERMS], and tax or deposit details are [ADJUSTMENTS]. Return a paste-ready invoice plus an arithmetic audit. Distinguish time-based services, milestone fees, and reimbursable expenses. Do not invent approval, tax, payment, or contract details. Flag missing fields required for a valid invoice in my jurisdiction.
Deposit invoice
Use this when collecting an agreed upfront payment before work begins.
Draft a deposit invoice for [PROJECT] from [SELLER] to [CLIENT]. The signed agreement states [DEPOSIT TERMS], the total project fee is [TOTAL FEE], and payment terms are [PAYMENT TERMS]. Include a clear description that this is a deposit, the project reference, total contract value if supplied, deposit amount, remaining-balance note, due date, and payment instructions. Do not call the deposit refundable or nonrefundable unless the agreement says so. Provide a math audit and flag any tax or contract wording to verify.
Invoice correction
Use this when an invoice needs a transparent correction or credit.
Prepare a correction document for invoice [ORIGINAL INVOICE NUMBER] issued to [CLIENT]. The original line items and total were [ORIGINAL DETAILS]. The error and correct information are [CORRECTION DETAILS]. Tell me whether a replacement invoice, credit note, or revised invoice is typically more appropriate to discuss with my accountant, then draft the appropriate plain-text document with references, corrected lines, totals, and explanation. Do not invent local tax rules. Show the calculation audit and identify records that must remain linked to the original.
Tips
- Use the client’s legal billing entity and purchase-order reference when required; the trading name on a website may not be the entity that pays.
- Describe the period and deliverable for every service line so accounts payable can match it to the agreement without emailing you for clarification.
- Never let an AI fill in tax rates, bank instructions, registration numbers, or legal payment terms from guesswork.
- Keep the original invoice and an auditable credit or replacement record when correcting an issued invoice; do not silently overwrite the accounting trail.
FAQ
Can ChatGPT generate a legally valid invoice?
It can draft the text and calculate the line items, but validity depends on your jurisdiction, tax status, contract, and required business fields. Confirm those requirements before sending.
Should an invoice include a due date or just payment terms?
Include both when possible. A specific due date reduces ambiguity, while the payment terms explain how that date was calculated.
How should I show a deposit on an invoice?
List the full agreed charges, then show the received deposit as a separate credit that reduces the amount due. Keep the payment date and reference in your records.