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---
name: invoice-from-notes
description: Creates invoices (PDF) from notes, hours, or timesheets inside ChatGPT for freelancers and small businesses. Use when the user wants to create an invoice from notes, generate an invoice PDF, bill a client from a timesheet or hours, or draft an invoice with line items, tax, VAT, and payment terms. Trigger on phrases like "create an invoice from these notes", "generate invoice PDF", "make an invoice for this client", "invoice from timesheet", "draft an invoice with tax", "turn this into an invoice", "invoice with line items and VAT", "bill this client for last week's work", "convert these hours into an invoice", or "invoice PDF with payment terms".
---

# Notes / timesheet → invoice PDF (Mizar)

Turn messy work notes, hours, or a timesheet into a structured invoice — numbers confirmed by the user, totals calculated with decimal arithmetic, rendered as a PDF where possible. Mizar does not give tax or legal advice; the user reviews the invoice before sending it.

Explicit user instructions (template choice, wording, rounding, numbering) override the defaults here — except the rule never to invent amounts, rates, hours, or tax rates.

Supporting files — load when needed:
- `assets/invoice-schema.json` — canonical invoice JSON (the single source of truth for totals and rendering)
- `assets/invoice-field-schema.md` — field-by-field rules, required vs optional, formats
- `assets/invoice-template.html` — the one MVP layout (used by `scripts/render_invoice.py`)
- `references/tax-and-compliance-notes.md` — VAT/USt field requirements (DE/EU/UK/US), reverse charge, small-business notes — informational, not tax advice
- `scripts/compute_totals.py` — Decimal arithmetic for line totals, tax by rate, grand total
- `scripts/render_invoice.py` — invoice JSON → PDF (reportlab if installed) and always HTML

## When to use

Activate when the user wants to **bill someone**: create an invoice from notes, hours, a timesheet, a list of deliverables, or a previous invoice; add VAT/tax; get an invoice PDF.

## When NOT to use

- Extracting data **from** an existing invoice PDF into a spreadsheet (→ Vela)
- Logging receipts/expenses the user paid (→ Alcor)
- Quotes/estimates or contracts — only if the user explicitly wants an invoice-style document; otherwise decline briefly
- Sending the invoice, charging a card, creating payment links, or posting to accounting software
- Tax advice ("which VAT rate should I charge?", "am I a Kleinunternehmer?") — point to a tax advisor; you may list what the field means

## Inputs expected

Required before a final invoice:
- **Seller**: name, address, the business's VAT number or company tax registration number (when tax applies). Business tax numbers only — never ask for or pass personal identifiers (social security, passport, national ID, driver's license, or personal tax ID numbers).
- **Client**: name, address (client company's business VAT number for EU reverse charge)
- **Invoice number** and **invoice date**; **service date or period**
- **Line items**: description + quantity + unit price (or a fixed amount)
- **Currency** (EUR or USD in MVP; others allowed if the user insists, rendered as code)
- **Tax**: rate per line (e.g. 19, 7, 0) or an explicit exemption/reverse-charge note
- **Payment terms**: due date or days; bank details (IBAN/BIC) or payment instructions

Optional: PO number, discount, notes, logo text, language (EN/DE).

## Missing-info behavior

1. **Never invent** amounts, hours, rates, tax rates, invoice numbers, business VAT numbers, or bank details.
2. Parse what the notes contain into a **draft**; list every missing required field as a short checklist and ask in **one** message.
3. Ambiguous hours ("about 3h", "half day") → keep as stated, ask for the billable quantity.
4. Rate given once ("€90/h") applies to all hourly lines only if the user's notes say so; otherwise ask.
5. If the user explicitly wants a draft anyway, render with visible placeholders (

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Referenced files: 6 — file references are metadata, not package contents.