Use QuoteBill in ChatGPT, Claude and Gemini

Ask ChatGPT or Claude: a client’s email becomes a quotation

Maya Ortiz is a freelance web designer in Manchester. Her client Tom Reed, who runs Northgate Dental in Bristol, writes: “Hi Maya, we would like a new website: five pages built from our current designs, one round of copy edits and someone to set up the hosting. Could you send a quote? Thanks, Tom.”

Maya pastes the email into a chat with Claude or ChatGPT that has QuoteBill connected, and adds this request, which you can copy and change: “Make a quotation in QuoteBill for the email below. I am Maya Ortiz, a freelance web designer in Manchester, UK. My prices: £320 a page, £150 for a round of copy edits, £90 for hosting setup. Valid for 14 days. Email: [paste Tom’s email here]”

The AI lists the three lines (five pages at £320 make £1,600, then £150 and £90) and the figures: subtotal £1,840.00, VAT at 20% £368.00, total £2,208.00. It names the page the 20% comes from (HMRC’s list of VAT rates) and gives a link. The sums are QuoteBill’s own arithmetic, not the AI’s guess, so they match what the editor will show.

Opening the link shows the quotation template with Tom’s name, the three lines and the totals filled in, under a notice: “Your AI assistant drafted this document. Check every detail before you send it.” Download it as Excel or Word, or choose Edit this document to change anything, then save it and print it as a PDF. Nothing reaches your account until you do that yourself.

To try it, connect your AI app first: three steps below, about three minutes, once. After that, each document is one request.

The client says yes: the quotation becomes the invoice

Tom accepts. Maya stays in the same chat (or pastes the quotation’s link into a new one) and writes: “The client accepted. Make the invoice from that quotation, number it 2026-014 and make it due in 14 days.”

The AI hands the quotation’s link back to QuoteBill, which builds the invoice from it: the same client, the same three lines, the same VAT and the same total of £2,208.00, with today as the issue date and the due date you named (30 days after the issue date if you name none). The same step turns a quotation into a proforma invoice or a work order, an invoice into a receipt, a credit note or a delivery note, and a proforma invoice into an invoice, a commercial invoice or the receipt for its prepayment.

What opens in QuoteBill is the invoice template, filled in and under the same notice that an AI drafted it. The link, not your account, is the source: the connection cannot see the quotations you saved in QuoteBill. To start from one of those, open it in QuoteBill and use the editor’s own Make an invoice button.

The end of the month: a statement of account

At the end of September Maya wants Northgate Dental to see where it stands. The AI cannot read the invoices she saved, so she gives it the figures from her bookkeeping: “Make a statement of account in QuoteBill for Northgate Dental, 1 to 30 September, starting from 0. Invoice 2026-014 on 3 September, £2,208. Invoice 2026-019 on 12 September, £480. Payment received on 20 September, £1,000. I am Maya Ortiz in the UK.”

Back comes a running balance, line by line: £2,208.00 after the first invoice, £2,688.00 after the second and £1,688.00 after the payment, with £2,688.00 charged, £1,000.00 paid and a balance due of £1,688.00. A statement lists what was invoiced and paid and adds no tax of its own.

In QuoteBill the statement of account template opens with the period and the three lines in place. If the invoices are already saved in your account, you can instead start a statement in the editor and use Add from my documents, which lists a customer’s invoices, receipts and credit notes for you to tick.