🗂️ Invoices, Clients & Deals

Water LLM generates professional PDF invoices from a Google Doc template, saves them to your Drive, and creates a Gmail draft with the PDF attached — ready for you to review and send. Nothing is sent automatically.

1. 1
   Enter invoice details in the 💰 Invoices sheet (or use the Invoice Composer)
2. 2
   Water LLM copies your Google Doc template from Water LLM/Templates/
3. 3
   Replaces every {{placeholder}} tag with your actual invoice data
4. 4
   Converts the filled document to a PDF and saves it to Water LLM/Invoices/ in your Drive
5. 5
   Creates a Gmail draft to the client with the PDF attached
6. 6
   Writes a clickable link back to the Invoice Record column in your sheet

Your invoice template is a Google Doc at Water LLM/Templates/Template Invoice. Any text wrapped in double curly braces {{like this}} is replaced with the real value from your invoice data when a PDF is generated.

To customize: open the Google Doc in Drive, edit the layout and formatting, and keep the {{placeholder}} syntax exactly as shown — it's case-sensitive, spaces included.

Water LLM can automatically draft payment reminder emails at milestones relative to the invoice due date.

Every Monday you also receive an Aged Receivables digest listing all unpaid overdue invoices.

Configure reminders at Water LLM › Configure Tools › Invoices & Reminders — set payment terms, customize milestone days, toggle PDF attachment, and turn the feature on. Enable the automated job in ⚙️Automation row 14.

The 📅 Client Tracker tab is for coaches and consultants who sell packages of hours or run ongoing engagements. It connects to your Google Calendar and automatically calculates how much time you've spent with each client.

For each engagement it calculates:

• Total meeting hours (from Google Calendar, filtered to your date range)
• Hours remaining against contracted hours
• 30-day velocity — how many hours per month you're averaging
• Risk flags: ghosting, renewal due, overuse
• Lifetime value based on rate and hours

Each row is one engagement. Use the Client Tracker Composer (Water LLM › Create › Client Tracker Entry) for a guided form, or enter directly into the sheet.

These are computed by Water LLM. Do not edit them manually.

Water LLM scans your Google Calendar for events where the client's email address is in the guest list.

The 📈 Biz Dev tab tracks prospects and deals before they become active clients. Each row is one deal. The pipeline stages are fully customizable — define the stages that match your sales process.

Open the visual view of your pipeline via Water LLM › Outreach & Deals › Sales Pipeline.

• Drag and drop — move deal cards between stage columns
• Stage timestamps — when you move a deal to a new stage, the date is automatically recorded. Move a deal backward and future stage dates are cleared.
• Deal aging — cards show how long since the last stage update
• Quick actions — edit deal details, delete, or auto-invoice from a closed deal
• Auto-invoice — when you move a deal to a terminal stage (like "Closed Won"), click to launch the Invoice Composer pre-filled with the deal data

Define your pipeline stages in ⚙️Settings, column K (rows 27–35). You can set up to 9 stages. Examples:

• Lead → Discovery → Proposal → Negotiation → Closed Won → Closed Lost
• Initial Contact → Qualified → Demo → Trial → Contract → Won → Lost

Terminal stages: The last N stages in your list can be configured as terminal (e.g., "Closed Won" and "Closed Lost"). Terminal stages trigger the auto-invoice option on the Kanban board and are treated as final states in revenue forecasting.