Writing invoices and proposals sounds simple… until you’re stuck formatting, choosing the right words, and fixing pricing confusion. That’s where ChatGPT can save your time.
In this guide, you’ll get ready-to-copy prompts that help you create clean invoices, strong proposals, payment terms, and client-friendly messages. Whether you’re a freelancer, agency owner, or small business, these prompts make your documents faster, clearer, and more professional.
Many businesses lose clients or face payment delays because their invoice or proposal isn’t clear.
Not because the service is bad.
Small mistakes like unclear scope, missing terms, or confusing pricing can create trust issues and back-and-forth messages.
ChatGPT can help you write faster and sound more professional without overcomplicating things.
You can use it to create:
- Clean proposal formats
- Scope of work + deliverables
- Pricing tables and timelines
- Invoice descriptions for services
- Payment terms, late fee policies, and follow-up reminders
Best Tips / Pro Tricks
- Always mention deliverables + timeline in one place
- Keep your pricing simple and scannable (table format works best)
- Add payment terms upfront (not at the end)
- Use “What’s included / not included” to avoid scope creep
- Add a short acceptance line (“Reply YES to approve”)
- Use milestone payments for big projects
- Add one-line value under each service item
- Write invoices in plain English, not legal language
Common Mistakes to Avoid
- Using vague words like “complete website” without details
- Sending proposals without a clear deadline or start date
- Mixing multiple pricing options without explaining the difference
- Forgetting GST, invoice number, due date, or payment method
- Writing long paragraphs instead of bullet points
- Not adding revision limits and scope boundaries
1) Professional proposal for a service (fast format)
“Write a client-ready proposal for my service. Business type: [freelancer/agency]. Service: [SEO/website design/video editing]. Client industry: [real estate/education/restaurant]. Goal: [more leads/sales/branding]. Include: short intro, problem statement, solution, deliverables in bullets, timeline, pricing section with 2 packages (Basic/Standard), payment terms (50% advance), revision policy, and next steps. Keep tone confident, friendly, and simple English. Add a clear subject line too.”
Why it works: Gives a complete proposal structure instantly.
Best use case: Email proposal, PDF proposal, client pitch
2) Proposal for WhatsApp (short + convincing)
“Create a short WhatsApp proposal message for my service: [service]. Client name: [name]. Their need: [need]. Include deliverables (3 bullets), timeline, total price, and a simple closing line to confirm. Keep it professional, friendly, and under 8 lines. Add emojis only if it feels natural and minimal.”
Why it works: Perfect for quick client approvals.
Best use case: WhatsApp, Instagram DM, quick sales follow-up
3) Proposal with scope + “what’s not included”
“Draft a detailed proposal for [service] with a clear scope of work. Include sections: Overview, Deliverables, Timeline, Pricing, Payment Terms, What’s Included, What’s Not Included, Client Responsibilities, Revision Limits, and Approval Process. Make it simple and easy to scan. Add a short summary at the end. My business name: [name]. Client type: [type].”
Why it works: Prevents scope creep and confusion later.
Best use case: Agency clients, long-term projects, high-ticket work
4) Pricing packages that feel premium (not confusing)
“Create 3 pricing packages for my service: [service]. Packages: Starter, Growth, Premium. For each package include: price, ideal for, key deliverables (5 bullets), and a one-line value promise. Keep pricing realistic for India market. Tone should sound premium but not pushy. Also suggest an optional add-on list with prices.”
Why it works: Makes your pricing look structured and trustworthy.
Best use case: Proposal PDF, website pricing page, Instagram story
5) Invoice template for freelancers (clean and complete)
“Create a clean invoice format for my business. Include: invoice number, invoice date, due date, billing details, client details, service description table (item, qty, rate, amount), subtotal, discount (optional), tax/GST field, total payable, payment method, notes, and terms. My business details: [name, phone, email]. Client: [client name]. Currency: INR.”
Why it works: Covers all important invoice elements.
Best use case: PDF invoice, Word invoice, Google Docs invoice
6) Invoice line items that sound professional
“Write professional invoice descriptions for these services: [list services]. For each service, create a clear line item title + short description (1 line) that sounds premium and specific. Keep it client-friendly and easy to understand. Avoid technical jargon. Also suggest quantity and rate format if needed.”
Why it works: Makes invoices look legit and detailed.
Best use case: Invoices for SEO, design, marketing, development
7) Proposal for website design + development
“Write a website design + development proposal for a client in [industry]. Website type: [portfolio/business/ecommerce]. Pages needed: [list]. Features: [contact form, WhatsApp button, payment gateway, blog]. Include: design approach, deliverables, timeline in weeks, pricing, revision policy, hosting/domain note, payment terms, and next steps. Keep tone modern and professional.”
Why it works: Includes everything clients ask again and again.
Best use case: Web design clients, WordPress projects, agencies
8) Proposal for SEO monthly retainer
“Create an SEO monthly retainer proposal for a client. Business type: [local business/ecommerce]. Goals: [rank higher/leads/sales]. Include deliverables: keyword research, on-page SEO, technical fixes, content plan, backlink strategy (ethical), reporting schedule, and expected timeline for results (without guarantees). Add 2 pricing options: Standard and Advanced. Keep tone transparent and trustworthy.”
Why it works: Builds trust without overpromising rankings.
Best use case: SEO clients, recurring monthly contracts
9) Proposal for social media + reels package
“Write a social media content proposal for [brand type]. Platforms: [Instagram/Facebook]. Deliverables per month: [X reels, X posts, X stories]. Include: content strategy, posting schedule, script ideas, basic design support, revisions, turnaround time, and pricing. Add a short section: ‘What we need from you’ to make execution smooth.”
Why it works: Clears responsibilities and reduces delays.
Best use case: Instagram, brand clients, monthly retainers
10) Advance payment request (polite but firm)
“Write a polite but confident message to request advance payment from a client. Amount: ₹[amount]. Reason: project booking + start confirmation. Mention payment options: [UPI/bank transfer]. Keep it short, professional, and friendly. Add a line that work starts after payment confirmation.”
Why it works: Helps you sound professional, not awkward.
Best use case: WhatsApp, email, invoice note
11) Follow-up message after proposal is sent
“Write a follow-up message to a client who received my proposal 2 days ago. Goal: get a clear yes/no and next step. Keep tone friendly, non-pushy, and professional. Mention I can adjust package if needed. End with a simple question.”
Why it works: Increases replies without sounding desperate.
Best use case: Email follow-up, WhatsApp follow-up
12) Late payment reminder (soft + strict versions)
“Write 3 versions of a payment reminder message for an overdue invoice. Invoice number: [#]. Amount: ₹[amount]. Due date: [date]. Create: (1) soft reminder, (2) firm reminder, (3) final reminder. Keep it professional and respectful. Add payment method line and ask for confirmation once paid.”
Why it works: You get the right tone for every situation.
Best use case: WhatsApp, email, invoice reminder
13) Proposal with milestone payments (safe for big projects)
“Create a proposal pricing section with milestone payments for a project worth ₹[amount]. Break it into 3 milestones: booking, mid-project, final delivery. Include what the client gets at each stage. Add terms: work pauses if payment is delayed. Keep it fair and professional.”
Why it works: Protects your time and cash flow.
Best use case: Website projects, branding, long delivery work
14) Add contract-style terms (simple English)
“Write simple, non-legal, easy-to-read terms and conditions for my proposal. Include: scope clarity, revision limits, timeline dependencies, payment terms, cancellation policy, refund policy (if any), ownership of final files after full payment, and communication mode. Keep it short and clear like a modern agency.”
Why it works: Adds protection without sounding scary.
Best use case: Proposal footer, invoice notes, PDF terms page
15) Convert rough notes into a clean proposal
“Turn my rough notes into a clean professional proposal. Here are my notes: [paste notes]. Create a proper structure with headings, bullets, and a pricing section. Keep it short, clear, and client-friendly. Remove unnecessary words and make it sound confident.”
Why it works: Saves time when you already know what to offer.
Best use case: Fast proposals, last-minute client requests
16) Proposal for urgent delivery (rush pricing)
“Write a proposal for an urgent project with rush delivery. Service: [service]. Normal timeline: [x days]. Rush timeline: [x days]. Add rush fee clearly and justify it politely. Include deliverables, pricing, payment terms, and a note that client feedback delays can affect timeline.”
Why it works: Helps you charge extra without guilt.
Best use case: Urgent clients, festival season, tight deadlines
17) Invoice + proposal combo for recurring work
“Create a monthly service plan proposal + invoice format for recurring work. Service: [service]. Monthly deliverables: [list]. Price: ₹[amount]/month. Include billing cycle, due date, late fee line, and renewal policy. Keep it clean and easy to send every month.”
Why it works: Great for retainers and repeat billing.
Best use case: SEO retainers, social media, maintenance plans
18) Proposal for corporate client (more formal tone)
“Write a corporate-style proposal for [service] for a company in [industry]. Keep tone formal, confident, and structured. Include: executive summary, scope, deliverables, timeline, commercials, payment terms, and contact details. Avoid emojis and casual language.”
Why it works: Matches corporate expectations.
Best use case: LinkedIn leads, B2B clients, office contracts
19) Proposal for a new client who is price-sensitive
“Write a proposal for a price-sensitive client for [service]. Keep it value-focused and clear. Offer 2 budget-friendly options without sounding cheap. Explain what they get and why it matters. Add a line that pricing is based on quality and time. Keep it friendly and simple.”
Why it works: Helps close deals without heavy discounts.
Best use case: Local businesses, first-time clients, small brands
20) “Reply YES to approve” final approval message
“Write a short approval message I can send after sharing the proposal. Include: project name, final price, start date, payment terms (advance), and a clear call to action: ‘Reply YES to approve and I’ll share the invoice’. Keep it under 6 lines and professional.”
Why it works: Makes approval easy and fast.
Best use case: WhatsApp approvals, quick confirmations
- Keep your proposal 1–2 pages unless it’s a big project
- Use bold headings + bullets so clients can scan quickly
- Add a clear due date on every invoice (don’t leave it open-ended)
- Mention payment method clearly (UPI + bank transfer is best)
- Always add one clear next step (approve / pay / schedule call)
Conclusion
Invoices and proposals don’t need to take hours.
Use these prompts to write faster, look more professional, and reduce payment delays with clear terms and clean formatting.
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