Prepare the invoice for a finished milestone
Minda fills your invoice template for a finished milestone, exports the PDF and drafts the cover email for you to check. It is a ready-made task for the SI agent in Minda Super Intelligence. It runs when you start it. It works with Google Docs, Gmail and Google Sheets.
In Minda: Tasks → New → Browse tasks → Prepare the invoice for a finished milestone. Minda Super Intelligence for Windows is coming soon.
- Finance
- Google Docs
Gmail- Google Sheets
- Files on this computer
- Take the agreed amount, terms and line items…
- Fill my invoice template [template doc link]…
- Draft the cover email to the billing contact…
- Add a row to [receivables sheet link]
What you get
Terms from the agreement It takes the agreed amount, terms and line items from your contract, proposal or order link, not from memory.
Numbered like your last ones It reads your previous invoices to this client for the numbering and format, then fills in the next number and the dates.
A PDF and a draft It exports the invoice as a PDF and saves a Gmail draft to the billing contact with the payment instructions.
Logged for follow-up It adds a row to your receivables sheet with the invoice number, client, amount, dates and the status unpaid.
Why use this?
Minda builds the invoice from the agreement and your own template, so the amount and terms are the ones you agreed. It never changes a price or a term that is not in the agreement, and it asks you when the amount is unclear. Nothing is sent.
What it does
- When
- When you start it
- Works with
- Google Docs, Gmail, Google Sheets, Files on this computer
- For
- Founders, Operations
- You fill in
- [client and the milestone or order just completed], [contract, proposal or order link], [template doc link], [file name], [receivables sheet link]
How it works
- WhenWhen you start itSave it as a workflow to run it daily at 9am instead
- Step 1Reads the agreement and past invoices
- Step 2Fills your invoice template
- Step 3Exports it as a PDF
- Step 4Drafts the cover email
- Step 5Adds the invoice to your sheet
- ResultA PDF invoice and a draft, unsent
Take the agreed amount, terms and line items from [contract, proposal or order link] and my previous invoices to this client for the numbering and format
Fill my invoice template [template doc link] with the next invoice number, date, due date per the terms, line items, tax and total, and export it as a PDF named [file name]
Draft the cover email to the billing contact with the PDF attached and the payment instructions from the template, and save it as a Gmail draft
Add a row to [receivables sheet link]: invoice number, client, amount, issued, due, status unpaid
Finish with the invoice total and the draft for my check
Rules it keeps
The agent follows these on every run.
Never change a price or a term that is not in the agreement
If the amount is unclear, stop and ask me
Never send
The full prompt
This is what the SI agent is asked to do. The parts in brackets are what you fill in.
Prepare the invoice for [client and the milestone or order just completed]. Take the agreed amount, terms and line items from [contract, proposal or order link] and my previous invoices to this client for the numbering and format. Fill my invoice template [template doc link] with the next invoice number, date, due date per the terms, line items, tax and total, and export it as a PDF named [file name]. Draft the cover email to the billing contact with the PDF attached and the payment instructions from the template, and save it as a Gmail draft. Add a row to [receivables sheet link]: invoice number, client, amount, issued, due, status unpaid. Rules: never change a price or a term that is not in the agreement; if the amount is unclear, stop and ask me; never send. Finish with the invoice total and the draft for my check.
Who is it for?
Freelancers and consultants You bill clients per milestone and want the invoice and cover email ready to check.
Small agencies You send many invoices and want each one numbered and logged the same way.
Frequently asked questions
Does it send the invoice?
No. It saves the cover email as a Gmail draft with the PDF attached. You read it and send it yourself.
Where do the amount and terms come from?
From the contract, proposal or order link you give it. It never changes a price or a term that is not in the agreement.
What if the amount is unclear?
It stops and asks you instead of guessing, so no invoice is prepared with a number you did not agree.
What do I fill in?
The client and milestone, the agreement link, your invoice template link, the PDF file name and your receivables sheet link.
How does it number the invoice?
It looks at your previous invoices to the same client and uses the next number in the same format.
Run this task in the Minda app
In Minda: Tasks → New → Browse tasks → Prepare the invoice for a finished milestone. Minda Super Intelligence for Windows is coming soon.
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