Invoice & Proposal Drafter
Professional proposals and invoices that get read, approved, and paid.
The quality of your proposal tells clients a lot about the quality of your work. This workflow helps you write proposals that close, invoices that get paid, and follow-up messages that aren't awkward.
The Workflow
Write a winning proposal
A proposal isn't a quote — it's a document that makes the client feel understood and confident in choosing you.
Write a professional proposal for a client project. Client name and company: [CLIENT_NAME], [CLIENT_COMPANY] Project overview: [PROJECT_DESCRIPTION] What they're trying to achieve: [CLIENT_GOAL] What I'll deliver: [DELIVERABLES] What I won't deliver (scope boundaries): [OUT_OF_SCOPE] Timeline: [TIMELINE] My fee: $[FEE] [FEE_STRUCTURE] (flat fee / per hour / per milestone) Why I'm the right choice: [MY_DIFFERENTIATOR] My standard terms: [PAYMENT_TERMS] Write a proposal with: 1. Executive summary (2-3 sentences connecting my work to their goal) 2. Scope of work (specific and bounded — what I will and won't do) 3. Deliverables with due dates 4. Investment section (my preferred term for pricing) 5. My process — what working with me looks like 6. What I need from them to start 7. Call to action Professional tone, no fluff. Under 600 words.
Replace: [CLIENT_NAME], [CLIENT_COMPANY], [PROJECT_DESCRIPTION], [CLIENT_GOAL], [DELIVERABLES], [OUT_OF_SCOPE], [TIMELINE], [FEE], [FEE_STRUCTURE], [MY_DIFFERENTIATOR], [PAYMENT_TERMS]
Write the invoice
A clear invoice reduces payment delays. Every line item should be unambiguous.
Help me write clear invoice line items for work I completed. Work done: [WORK_COMPLETED] Total amount: $[TOTAL_AMOUNT] Expenses to pass through: [EXPENSES] Payment terms: [PAYMENT_TERMS] How I'll accept payment: [PAYMENT_METHODS] Write: 1. Clear, specific line items with amounts (not vague "consulting services" — specific deliverables) 2. An invoice memo line that references the project and period 3. A short payment instructions note 4. A late payment policy statement (professional but clear) Then write a "please pay" follow-up email I can send after [DAYS_OVERDUE] days with no payment.
Replace: [WORK_COMPLETED], [TOTAL_AMOUNT], [EXPENSES], [PAYMENT_TERMS], [PAYMENT_METHODS], [DAYS_OVERDUE]
All Prompts for This Workflow
Write a professional proposal for [CLIENT_NAME] at [CLIENT_COMPANY]. Project: [PROJECT_DESCRIPTION] Their goal: [CLIENT_GOAL] Deliverables: [DELIVERABLES] Out of scope: [OUT_OF_SCOPE] Timeline: [TIMELINE] Fee: $[FEE] [FEE_STRUCTURE] My differentiator: [MY_DIFFERENTIATOR] Include: executive summary connecting work to their goal, specific bounded scope, deliverable schedule, investment section, my process, what I need from them to start, and clear CTA. Under 600 words.
Replace: [CLIENT_NAME], [CLIENT_COMPANY], [PROJECT_DESCRIPTION], [CLIENT_GOAL], [DELIVERABLES], [OUT_OF_SCOPE], [TIMELINE], [FEE], [FEE_STRUCTURE], [MY_DIFFERENTIATOR]
Write a late payment follow-up message. Invoice amount: $[INVOICE_AMOUNT] Invoice date: [INVOICE_DATE] Days overdue: [DAYS_OVERDUE] Client relationship: [RELATIONSHIP_QUALITY] Whether I've followed up before: [PREVIOUS_FOLLOW_UP] Write a message that: - References the specific invoice - Is professional but direct (not apologetic about asking) - States exactly what I need and by when - Notes consequences if relevant (late fee, pausing work) - Preserves the relationship for future work if possible Tone: [TONE_LEVEL] (gentle first reminder / firm second reminder / formal final notice)
Replace: [INVOICE_AMOUNT], [INVOICE_DATE], [DAYS_OVERDUE], [RELATIONSHIP_QUALITY], [PREVIOUS_FOLLOW_UP], [TONE_LEVEL]
Help me write a scope clarification document. Project: [PROJECT_NAME] Client: [CLIENT_NAME] What's in scope (as I understood it): [IN_SCOPE] What's been asked for that's outside scope: [OUT_OF_SCOPE_REQUESTS] How I want to handle it: [PROPOSED_RESOLUTION] (include as extra at this rate / decline / adjust scope / add to next phase) Write a professional message that: 1. References the original agreement 2. Describes what's new or different 3. Proposes the solution clearly 4. Makes it easy for them to say yes 5. Doesn't create friction over small things, but protects against scope creep
Replace: [PROJECT_NAME], [CLIENT_NAME], [IN_SCOPE], [OUT_OF_SCOPE_REQUESTS], [PROPOSED_RESOLUTION]
A professional proposal under 600 words with clear scope and a specific call to action, clear invoice line items, and follow-up message templates for late payments.
- →Scope the 'out of scope' section as carefully as the 'in scope' section. Scope creep comes from ambiguity, and proposals that specify what you won't do have fewer disputes.
- →Send invoices on a consistent day (e.g., the 1st of the month). Predictable billing reduces payment delays.