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Post-Job Invoice from Job Sheet

Example prompt: "When I mark a job as 'Complete' in our Google Sheet, pull the labour hours, materials, and agreed variations from the matching tabs, and build a Xero invoice with labour grouped by role, materials grouped by supplier with our 10% uplift, plus VAT. Save a PDF to the job's Drive folder and post the draft in #invoices-to-send on Slack for me to review before it goes."

The Problem

The invoice is the bit of the job that pays for the next van diesel, and it is also the bit that slips because the work is done and the next job is already on. We come back to the office on a Saturday, dig through three days of timesheets and a pile of supplier receipts, try to remember what the customer signed off as a variation, and type the lot into Xero. By the time the invoice goes out it is a week late, and the 30-day clock that should have started on completion day is now a 37-day clock.

How GloriaMundo Solves It

We build a workflow that fires when a job is marked complete in our jobs sheet. Integration steps pull the labour hours, materials, and agreed variations for that job from their respective tabs. A code step groups labour by role and materials by supplier, applies our standard rates and a small materials uplift, and totals the lot with VAT. An integration step builds the invoice in Xero as a draft against the customer with one line per group, the right due date, and the job number as the reference. A second integration step saves a PDF of the draft to the job folder in Drive and drafts a Gmail covering message with a short plain summary of the work done. A final step posts a one-liner in Slack with the total and the links so we can review the lot in two minutes from the phone. Glass Box preview shows the line items and the figures before the Xero draft is created.

Example Workflow Steps

  1. Trigger (integration): A row in the 'Jobs' tab of our jobs Google Sheet changes to status 'Complete'.
  2. Step 1 (integration): Pull labour hours for the job from the 'Timesheets' tab, materials from the 'Materials' tab, and agreed variations from the 'Variations' tab.
  3. Step 2 (integration): Read our standard charge-out rates and materials uplift from the 'Rates' tab.
  4. Step 3 (code): Group labour by role, materials by supplier, apply rates and uplift, and total each group with 20% VAT.
  5. Step 4 (integration): Create a draft Xero invoice against the customer with one line per labour group, one line per materials group, one line per variation, due in 14 days, with the job number as the reference.
  6. Step 5 (integration): Save the Xero invoice PDF to the job's Google Drive folder.
  7. Step 6 (llm + integration): Draft a Gmail covering message to the customer with a short plain summary of the work done and the PDF attached, left as a draft.
  8. Step 7 (integration): Post a one-liner in #invoices-to-send on Slack with the customer, the total, and links to the Xero draft and the PDF.

Integrations Used

  • Google Sheets — the jobs sheet with timesheets, materials, variations, and rates tabs
  • Xero — the draft invoice with line items, VAT, due date, and job number
  • Google Drive — the job folder where the invoice PDF is saved
  • Gmail — the customer covering message, held as a draft
  • Slack — the review nudge with the total and the links

Who This Is For

Small trade firms and owner-operators running Xero and a Google Sheets jobs tracker, who currently rebuild every invoice from scratch on a weekend evening and who would rather the invoice be drafted on the day the job is marked complete and reviewed for two minutes before it goes.

Time & Cost Saved

Putting together a multi-trade invoice with labour, materials, and a couple of variations takes thirty to fifty minutes per job when done from scratch, longer if the variations need chasing. Across ten to fifteen jobs a month that is five to ten hours of admin sitting between completion and getting paid. The workflow turns each invoice into a two-minute review of a draft. The bigger gain is the seven days the invoice does not sit in the to-do pile, which on a 14-day term is the difference between getting paid this fortnight and next.