Capture the job while you remember it
At the end of a busy day, the work is finished but the paperwork is not. You still need to remember which customer the materials were for, what charge was agreed and whether the extra work was approved. A short message or voice note can capture those details while they are fresh. The useful outcome is an organised digital draft, ready for your review.
Use a repeatable set of details
Include the customer or job reference, a plain description of the work, the agreed charge and any details your existing invoicing process needs. A job reference is particularly useful if two customers have similar names. You don’t need a perfect script; you do need enough information to match the right record. If you leave something out, the assistant should ask or flag the gap.
Keep approved records as the source of truth
The assistant should use the customer records, rates and invoice rules you have approved. It should not invent a price from a vague description or decide tax treatment on its own. If a voice note says ‘same as last time’, the workflow needs a reliable reference or a question back to you. Guessing may make the draft look complete while making it wrong.
Make the review easy
A useful review shows the customer, work description, amounts and any uncertainty together. You should be able to correct the draft before approving it. For example, an electrician’s note about a small repair might become a draft line item in supported accounting software. The electrician checks it and explicitly approves sending. This is an illustrative workflow, not a client result.
Separate drafting from sending
Treat ‘draft prepared’ and ‘invoice sent’ as different states. An assistant may prepare information confidently while still needing your approval to take the next step. Decide what happens if the accounting tool is unavailable or a customer cannot be matched. A visible exception is better than a silent failure or a duplicate invoice.
Try the workflow on ordinary jobs first
Start with a small, predictable type of work. Compare the draft with the invoice you would normally prepare, and check corrections, duplicate messages and missing details. Only expand the workflow when it behaves reliably. The aim is less retyping and a clearer routine, while you remain responsible for the invoice.
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