Workflow: Invoice Generation

Estimated time: 15 minutes Difficulty: Beginner Category: 📋 Administrative Professions: Contractors, Merchants, Freelancers, Small businesses

🌐 Disponible aussi en Français

Use Case

You need to create professional invoices quickly from templates or existing quotes. This workflow helps you:

Generate compliant invoices from templates
Convert accepted quotes into invoices
Automatically number your invoices
Calculate taxes and totals automatically

⚠️ Important: This workflow generates invoices in text/PDF format. Always verify amounts and legal mentions before sending.

Prerequisites

Cowork enabled in Claude Desktop
Invoice template (Word, Excel or PDF) OR client information
Next invoice number
Workspace folder created

Step-by-Step Instructions

Step 1: Prepare the Workspace

# Create structure
mkdir -p ~/Cowork-Workspace/{templates,output/invoices}

# If you have a template, copy it
cp ~/Documents/invoice-template.docx ~/Cowork-Workspace/templates/

Step 2: Create invoice from template

If you have a template:

Use the template in ~/Cowork-Workspace/templates/invoice-template.docx

Fill it with this information:
- Invoice number: INV-2026-001
- Date: January 20, 2026
- Client: [Customer name and address]
- Services:
  * [Description 1]: [quantity] x [unit price]
  * [Description 2]: [quantity] x [unit price]
- Payment terms: Net 30

Calculate automatically:
- Subtotal
- Tax (VAT/Sales Tax)
- Total

Save to ~/Cowork-Workspace/output/invoices/INV-2026-001.pdf

Step 3: Create invoice from scratch

If you don’t have a template:

Create a professional invoice with:

HEADER:
- My details: [Name, address, Tax ID]
- Logo: (optional)

CLIENT:
- Name: [Client name]
- Address: [Full address]

INVOICE:
- Number: INV-2026-001
- Issue date: 01/20/2026
- Due date: 02/19/2026

SERVICES:
| Description | Qty | Unit Price | Total |
|-------------|-----|------------|-------|
| [Service 1] | 1   | $500.00    | $500.00 |
| [Service 2] | 2   | $250.00    | $500.00 |

TOTALS:
- Subtotal: $1,000.00
- Tax (20%): $200.00
- Total: $1,200.00

LEGAL MENTIONS:
- Payment terms: Net 30 days
- Late payment penalties: [legal rate]
- Early payment discount: none

Format: PDF
Save to: ~/Cowork-Workspace/output/invoices/INV-2026-001.pdf

Step 4: Verify the invoice

Cowork will display its plan. Verify:

✓ Correct calculations (subtotal, tax, total)
✓ Unique invoice number
✓ Complete contact details
✓ Required legal mentions

Step 5: Generate and save

Proceed with generation

After generation:

# Check the file
open ~/Cowork-Workspace/output/invoices/INV-2026-001.pdf

# OR on Linux
xdg-open ~/Cowork-Workspace/output/invoices/INV-2026-001.pdf

Example Prompts

Simple invoice

Create an invoice:
- No: INV-2026-042
- Date: 01/20/2026
- Client: ABC Woodworking Inc, 123 Oak Street, New York, NY 10001
- Service: Window installation x3, $450 each
- Tax 20%
- Payment terms: Net 30

My details:
Johnson Plumbing LLC, 456 Main Avenue, New York, NY 10002
Tax ID: 12-3456789

Save as PDF: ~/Cowork-Workspace/output/invoices/INV-2026-042.pdf

Batch invoicing

Create 5 invoices from quotes in ~/Cowork-Workspace/input/

For each accepted quote:
- Convert to invoice
- Numbering: INV-2026-[sequential number]
- Keep same amounts
- Add due date: +30 days
- PDF format in ~/Cowork-Workspace/output/invoices/

Troubleshooting

Incorrect tax calculations

Cause: Tax rate not specified or wrong Solution: Explicitly specify:

Applicable tax: 20% (standard rate)
OR
Applicable tax: 10% (reduced rate)
OR
Tax exempt (specify exemption reason)

Duplicate numbering

Cause: Invoice number already used Solution: Keep a manual register or ask:

List all invoices in ~/Cowork-Workspace/output/invoices/
Give me the next available number

Missing legal mentions

Cause: Incomplete template Solution: Provide all required mentions:

Add these mentions:
- Tax ID: [your number]
- Company registration: [if applicable]
- Payment terms
- Late payment penalties: [rate]
- Collection costs: [amount]

Variations

Deposit invoice

Generate deposit invoice:
- Amount: 30% of quote Q2026-015
- Note: "30% deposit - Quote Q2026-015"
- Final invoice will deduct this deposit

Recurring invoice (monthly)

Create monthly invoice for January 2026:
- Same client as previous invoice INV-2026-035
- Same service: Monthly maintenance
- Same amount: $250
- New date and number: INV-2026-045

Excel export for accounting

After generating the PDF invoice, also create:
- Excel file: ~/Cowork-Workspace/output/invoices/INV-2026-042.xlsx
- With columns: Date, No, Client, Subtotal, Tax, Total, Due Date

Best Practices

Sequential numbering — No gaps in numbering (legal requirement in many jurisdictions)
Systematic backup — Keep all invoices for required retention period (often 7-10 years)
Double verification — Always review before sending to client
Validated template — Have your template reviewed by an accountant
Updated legal mentions — Verify legal requirements annually
Organized archiving — Consistent naming (year/number or by client)

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