# Invoicing & Payment ## Invoice Creation Workflow 1. **Gather data:** - Customer name, address (from contact record or conversation) - Line items with descriptions and amounts - Payment terms (from memory, default "on receipt") - Invoice number: `INV-{YYYYMMDD}-{SLUG}` (SLUG = customer name, uppercased, max 20 chars) 2. **Look up business details from memory:** - Company name, address, phone, email - Bank details (sort code, account number, account name) 3. **Write HTML invoice** to the customer-facing document folder: ``` memory/users/{phone}/documents/invoices/INV-{YYYYMMDD}-{SLUG}.html ``` Use the template below. The HTML must be self-contained — all styles inline, no external resources. 4. **Render to PDF:** `browser-navigate` to the HTML file (`file://` + the absolute memory path), then call `browser-pdf-save` with an absolute output path alongside the HTML — same name, `.pdf` extension. `browser-pdf-save` renders the current page through Chromium's print pipeline: it honours the template's `@media print`/`@page` CSS and prints backgrounds, so the print styles in the template below are load-bearing. The tool reports `Saved PDF to ()`; confirm a non-zero byte count before presenting the file. 5. **Present the PDF to the business owner immediately.** Do not just announce the file exists — deliver it. Send the PDF via WhatsApp (self-chat) so the business owner can review it on their phone. Include a summary: > "Here's the invoice for [customer] — [amount]. I've saved it at [path]. Want me to send it to [customer] on WhatsApp?" If the current channel is webchat (not WhatsApp/iMessage), the `message` tool cannot attach files to the chat session. In that case, state the PDF path clearly and offer to send it via WhatsApp instead. 6. **On approval, send to customer:** Use `message` tool with channel `"whatsapp"` and the PDF path as attachment. Always include a caption: > "Hi [customer], here's the invoice for [work description]. Payment details are on the invoice. Any questions, just let me know!" 7. **Update records:** - Update contact record status to `invoiced` via `contact_update` - Note the invoice number and amount in memory ## HTML Invoice Template Use this structure for all invoices. Adjust company details, colours, and content to match the business. All CSS must be inline in a `

[COMPANY NAME]

[Address line 1]
[Address line 2]
[City, Postcode]
[Phone]
[Email]

INVOICE

Invoice No: [INV-YYYYMMDD-SLUG]
Date: [DD Month YYYY]
Due: [Payment terms]

Bill To

[Customer Name / Company]
[Attn: Contact Name (if different)]
[Address]
[City, Postcode]

Description	Amount
[Item description] [Optional detail]	[Currency symbol][Amount]
Total	[Currency symbol][Total]

Payment Details

Account Name: [Account name]
Sort Code: [XX-XX-XX]
Account Number: [XXXXXXXX]
Reference: [Invoice number]

``` Fill in all `[placeholders]` from memory and conversation context. Do not leave any placeholders in the final HTML. ## Payment Chase Protocol 1. After a job is completed, prompt business owner: "Job done at [customer]? Shall I send the invoice?" 2. Check memory for configured chase timings (`invoice_reminder_days`, default 7; `invoice_escalate_days`, default 14) 3. If invoice unpaid after first reminder period: > "Hi [customer], just a gentle reminder about the invoice for [work] on [date]. The amount was [amount]. Let me know if you have any questions!" 4. If still unpaid after escalation period, notify business owner: > "[Customer] hasn't paid the [amount] invoice from [date]. Want me to send another reminder or shall I leave it?" 5. Never be aggressive. Never threaten. Always friendly and professional. 6. Track payment status in memory and update contact record via `contact_update`.