Approved estimates should become invoices in one motion, not a second afternoon of data entry. This prompt connects the two records so line items, tax, and terms carry forward intact.
Answer first
Client approval flips the estimate to invoiced: same lines, same math, payment link attached, estimate locked so nobody bills twice. Your office sends the invoice the same day the client says yes.
Paste the prompt into Taskade Genesis or extend invoice generators with an estimate stage.
What this prompt builds
- Estimate register with line items, tax, discount, and approval status
- One-click conversion that copies lines to a new invoice record
- Approval capture with client name, date, and optional signature note
- Send automation with payment link and receipt on payment
- Audit trail linking each invoice back to its source estimate
Field teams pair this with completed job to invoice when work starts in the field and finishes in billing.
Who it is for
- Contractors who quote in the field and invoice from the office
- Agencies converting scoped SOWs into milestone invoices
- Any team losing margin to retyped line items
How to use it
- Paste the prompt into Taskade Genesis
- Define your line item fields and tax rules once
- Run three real estimates through approval to test the math
- Turn on send automation when drafts look right
- Browse Community Gallery billing examples
Frequently Asked Questions
Can I edit lines after approval?
Yes, before conversion. After invoicing, changes follow your credit or revision policy.
Does it handle deposits?
Yes. Record deposit invoices separately and net them on the final bill.
What about change orders?
Add a revised estimate version linked to the original. Only approved versions convert.