GOOGLE GEMINI |
How I’m using Gemini to help with invoicing (and other tedious tasks) |
|
If you’re a freelancer or a contractor, you’re probably used to writing a lot of invoices. |
And every month, it’s the same routine: |
|
Sometimes, doing the invoice feels like a job in itself. |
Except, of course, it’s usually a job you can’t bill anyone for. |
But the other day, I wanted to see how I could use AI to save time on this tedious task. So, I started using Gemini inside Gmail and Google Workspace to speed up some of this annoying admin work. |
And invoicing is one of the best examples. |
Try this: Let Gemini prep your next invoice |
Open Gmail and click the Gemini sparkle / Ask Gemini button. |
Then try: “Help me prepare my August invoice for [Client] based on the invoices I’ve submitted in previous months.” |
Because Gemini can work with information in Gmail and Google Drive, it can help find previous invoice emails, pull out recurring information and give you a starting point for the next one. |
The first time, you may need to give it more context: |
Where your timesheet is Your hourly rate How you normally format invoices Which previous invoice it should use as a reference What dates you’re billing for
|
After that, the process gets much easier. |
Pro-tip: If your hours are already sitting in Google Sheets, ask Gemini to summarize them first. |
Try: “Total my hours for [Client] in August and summarize the work I completed.” |
Now you have the information you need for the invoice without manually adding everything up. |
Still check the math yourself before sending anything involving money. |
Then have it write the email |
The invoice is only part one. Then comes the thrilling monthly tradition of writing: |
“Hi! Attached is my invoice for August. Please let me know if you need anything else.” |
Gemini can do that part too. |
Try: “Draft a short email to [Client] sending my August invoice. Match the tone of my previous invoice emails.” |
It’s a tiny thing. |
But removing ten tiny things from your day is often more useful than asking AI to do one enormous thing. |
The better Gemini trick: Make it hunt for things |
This is actually where I’m finding Gemini most useful. |
Not: “Create something amazing for me.” |
More: “You already have this information somewhere. Please find it so I don’t have to.” |
For example: |
Find an old rate |
“What rate did I agree on with [Client]?” |
Find a deadline |
“Find the most recent email where [Client] mentioned the deadline for this project.” |
Catch up on a long thread |
“Summarize this conversation and tell me what I still need to respond to.” |
Chase an unpaid invoice |
This is my favorite! You can use this trick to find if an invoice has been paid yet or if your invoices are all up to date (this likely only works if they send a receipt of payment) |
“Find my last invoice email to [Client] and draft a polite payment follow-up.” Or, maybe you even forgot to send one this month! |
Turn your work into a client update |
“Using my emails and project notes from this month, summarize what I completed for [Client].” |
Compare two months |
“Compare my July and August timesheets and tell me how my hours changed by client. |
Pro-tip: Be specific about where Gemini should look. Instead of just asking it “find my invoice”, try “find the invoice I emailed to X in July and use it as the template for August.” |
Less time writing up invoices and other mind-numbing tasks. More time doing work you can actually invoice for. |
Screenshot this |
If you use Gmail, Docs or Sheets for work, steal these: |
Prepare my next invoice based on my previous invoices Total my hours for this client this month Summarize what I worked on for this client Find the rate I agreed to with this client Find the last time we discussed this deadline Draft a follow-up for this unpaid invoice Summarize this email thread and tell me what I owe them Turn this month’s work into a short client update
|
Get our 5-minute guide to mastering Gemini below! |
|
