AI invoice generator for a small business: invoices, quotes and contracts from one chat

How AI invoicing works: one line in the chat

There is no form to fill in. You write in the team chat the way you would ask a colleague: “@Marc make an invoice for Sophie Martin for the boiler service.” Marc replies — “Done. The invoice is 180.00 EUR, payment due by 10 October.” — with the PDF under his message as a file card. You can also tell Leo what you need and he passes it on; the chat shows it as “Leo → Marc”.

• The customer and the order. Marc finds them in the records he keeps — often an order Cindy took on the phone — or asks who the invoice is for and what for.
• The prices come only from your Services and prices list. Anything that is not on it, he asks you about instead of guessing.
• Your details — name, bank block, logo, signature, stamp and the next number of your series — come from your invoice template.
• The PDF opens from the card: check it, then forward, print or save it.
• The filing is done for you. The document goes into Documents, the invoice sits on its order, and a due date brings you a reminder if the money has not arrived.

To change something, say what. Marc makes a corrected version, and the old copy moves to Deleted, where it waits 90 days before it is erased.

Invoices, quotes, contracts: what Marc prepares

Every document arrives as a real PDF in the chat, and there are three kinds:

• On your templates: invoices, statements of work completed, certificates, reports and letters. Each has a fixed layout, and invoices, statements and certificates are numbered in your own series.
• Laid out by Marc: quotes, offers, contracts, receipts, price lists and other documents — designed for their purpose, with your details, logo, signature and stamp.
• Beyond paperwork: presentations, spreadsheets and charts.

No VAT, no VAT column. If you do not charge tax, the tax column simply does not appear on the invoice. Documents are written in the language you write to Marc in; for a client abroad, ask for another language.

He never invents real-world data. A company name, a tax number, bank details, a date or an amount he was not told — he asks for all of it first, in one short message. Documents, customer cards and orders are encrypted in transit and at rest, and additionally with a separate Weyvox key (see the Privacy Policy).

Your invoice and document templates, forms and details

On Marc’s page, PDF templates holds what each type of document is built from: Invoice, Statement of work completed, Certificate, Report and Letter.

• What a template holds: who issues the document, the bank block, the numbering series, who signs, your logo, a signature drawn with your finger and a stamp (a PNG or SVG with a transparent background) — plus a note printed on every document of that type, for example the wording your legal status requires.
• Tell Marc once. Write “my IBAN is…” in the chat and he saves it into the template himself, so the next document already carries it.
• Numbers are issued by the app, in sequence — never invented by the agent.
• Each template stands on its own: your invoices and your certificates can come from different entities, and the other party’s details go into the document, never into your template.
• Your forms. For an official blank your business has to use, send Marc the file and ask him to keep it. He files the original, reproduces the blank once with your details and the fields to fill, and from then on fills it in for you, asking only for the values he does not have. Use only blanks you are entitled to use.

Every detail is in the documentation.

Three everyday scenarios

A plumber, invoicing from the van. The job is done and the next one is across town. Before driving off he writes: “@Marc invoice for the Durand job, due in 14 days.” Marc finds the order Cindy booked on the phone last week, prices the new tap and the labour from Services and prices, adds the next invoice number, the IBAN, the logo and the signature from the template — and the PDF is in the chat, ready to forward. If the money has not arrived by the due date, he gets a reminder, and Cindy can make the follow-up call.

A photographer’s quote. A couple asks what their wedding would cost. “@Marc quote for Claire and Tom: wedding on 14 June, eight hours, 300 edited photos and an album.” Marc prices the lines from her list; the album is not on it, so he asks her for that price instead of guessing, then lays out a PDF quote with her details and logo. When the couple says yes, Marc records the order with its date — and after the wedding the invoice comes from that same order.

A kitchen fitter closing a job. “@Marc statement of work completed for the Lefebvre kitchen, under contract No. 12.” Marc uses the Statement of work completed template: the period, the contract the work rests on, the work done and the total, with a second signature column for the client. The invoice follows from the same order.

Customers, orders and bookings: the CRM behind every invoice

An invoice is only as good as the record behind it, so Marc keeps the record too — the part that would otherwise live in a separate customer list or CRM.

• Business profile — what the agents know about your business: name, hours, terms, payment methods. Marc fills it in from what you tell him or from your website, and never adds an invented fact.
• Customers — contacts, tags, a note the agents read before talking to that customer, and the customer’s orders and calls.
• Customer orders — created when a customer actually agrees to buy or book, with the items priced from your list, the time and the address. Stages run from new to in progress to done, or cancelled — or in the words of your trade: Marc can rename the stages and add up to three fields of your own.
• Bookings — before naming a time, Marc checks your working hours, the orders already booked and the busy times in your calendar (Google Calendar or the calendars on your phone; only busy times are kept, never event titles), and offers only slots that are genuinely open.
• SMS confirmations — what was agreed, texted to the customer. The sender is “Weyvox”, and the text starts with your business name.
• You have the final word. An order an agent created is marked Not confirmed until you check it and tap Confirm.

When Cindy answers a call and the caller books, the order is already in the list, waiting for Marc’s invoice once the job is done.

Payments and debts: who owes what

• Every order has a payment status — unpaid, partly paid or paid, with the amount received and the method — kept apart from its stage. A finished but unpaid order stays visible as money owed.
• Ask in plain words: “who owes me?”, “how much did I earn this month compared with last month?” Marc answers from your orders and documents: revenue, debts, what you spent according to your supplier and tax documents, and what is left as profit.
• Due dates are watched. When an invoice reaches its due date and the order is still unpaid, you get a reminder, and the invoice appears in Results under Needs your attention.
• The Results tab shows revenue, Billed and Unpaid — what customers owe you right now, across all orders; tap it to see the unpaid orders. Every Monday a list of debtors also arrives in the system chat.
• Bank statements. Send one, and Marc matches the amounts to unpaid orders and proposes which to mark paid — then marks them after your yes.
• Payment is marked only on your word — never inferred from a finished job, an invoice or a customer saying they have paid: “@Leo Sophie paid. Mark it and send her a thank-you SMS.”

Want the Unpaid figure to fall? Cindy can call a customer about an overdue invoice, and on the Business and Professional plans you can make it a Goal: “money owed to you” is one of the metrics Leo steers the team towards, measured by Weyvox from your own orders.

Autonomy: ask first, or act on his own

Every agent has an Autonomy switch on its page. For Marc it decides whether he waits for your yes:

• Off. Before booking a time, changing an order, texting a customer or issuing an invoice, a statement of work or a contract, he shows what he is about to do and waits for your yes. A request that already says exactly what to do counts as that yes; reading, searching and counting need no confirmation.
• On. He runs customers, orders and paperwork himself — books free time, updates orders, sends SMS confirmations and prepares invoices, statements of work and contracts — and tells you in a line what he did.

Whatever the switch says, a payment is marked only when you say the money arrived.

AI invoicing compared with paper, templates, invoicing software and an accountant

Invoices and quotes usually leave a small business in one of four ways, and each has its place:

They combine well: Marc for the daily paperwork, an accountant for the books and taxes, and a certified platform wherever the law requires one.

What it costs

Marc’s work is paid like every agent’s: by the amount of text the agent reads and writes — €3 per million tokens in, €15 per million out. The cost simulator on the pricing page counts an average document — an invoice, report, contract or statement — at about €0.60, and an SMS to a customer costs about €0.08 a segment, depending on the country.

An example. Twenty invoices and twenty SMS confirmations a month: 20 × €0.60 = €12.00, plus 20 × €0.08 = €1.60 — about €13.60 in all. That fits in the €25 of monthly credit on the Start plan (€19 a month excl. VAT) and leaves about €11.40 for the rest of the team’s work. Business (€89 excl. VAT) brings €110 of credit a month, Professional (€199 excl. VAT) €250.

The credit is spent first, then your balance. Documents count towards your storage, with 5 GB included. Every charge is listed in Balance & usage, and all unit prices are on the pricing page.

What Marc will not do

• Give legal, tax or accounting advice. His documents are drafts you ordered, built from what you told him and from your templates; Weyvox does not check them against the invoicing or tax rules of any country. Check every document before you send it — amounts, dates, both parties’ details and anything your country requires. Once you send it, it is yours.
• Act as an e-invoicing platform. Weyvox is not a certified electronic invoicing platform and sends nothing to any tax authority — no invoices, no e-reporting data. In France, for example, the e-invoicing reform is moving invoices between businesses (B2B) onto certified platforms in stages. Where the law requires you to issue or receive invoices through a particular platform or system, use it.
• Sign or certify. The signature and stamp on a PDF are the images you put in your template. The document is issued by you: Weyvox does not issue, sign or certify documents.
• Invent a figure. No made-up prices, dates, bank details or document numbers: what he was not told, he asks for.
• Mark a payment on his own. Only on your word — a customer’s “I’ve paid” on a call does not count.
• Do your books or your taxes. Revenue, expenses and profit are figures to help you run the business; bookkeeping, declarations and tax advice stay with you and your accountant.

The exact terms are in section 13 of the Terms of Use.

One of a team of four

Marc is the business agent of Weyvox, an AI team of four: Leo leads the team, remembers what matters and runs your goals; Cindy answers your business line and calls customers; Alice runs your social media. That is why an invoice is rarely where the story starts: Cindy takes the booking on the phone, Marc turns it into an order and later an invoice, and “collect what customers owe” can become a goal Leo runs for the whole team.

More guides: an AI answering service for a small business · AI phone calls made for you · an AI social media manager · AI for small business · AI for sole traders and freelancers.

Questions people ask

Let Marc make your next invoice

The quickest way to see him at work is the introduction right after you sign up: Cindy takes a real order on a test call to your phone, and Marc turns that order into a finished document — before you choose a plan. Weyvox is available for iPhone and Android.

Meet Marc · All guides