🗂️ 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 double curly braces around each placeholder. Capitals and spacing don't matter — {{first name}} fills the same as {{First Name}} — but the words must match a column or one of the placeholders below.

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 Hub › Invoices & Reminders — set payment terms, customize milestone days, toggle PDF attachment, and turn the feature on. The reminder job itself runs daily by default; its hour is in Configure Hub › Automation Scheduling.

Bill a client in a currency that isn’t your own and Water LLM keeps two sets of books, deliberately:

• 💰 Invoices stays entirely in your home currency, so every total, every dashboard figure and every report adds up without you converting anything in your head.
• 💰 FX Ledger — created the first time you invoice abroad — holds the real amounts in the real currency, along with the exchange rate on the day the invoice went out.

The PDF your client receives is rendered in their currency, from the FX Ledger. What you see in your own reporting is the home-currency equivalent.

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) for a guided form, or enter directly into the sheet. Picking someone from the search fills in their name, email and company from the CRM. If their CRM row has no company, the composer suggests one — the company other contacts at the same email domain use, or failing that the domain’s name — and says where it came from so you can check it. Gmail-style personal addresses are left blank.

Write down what a client is working toward and how you’ll both know it worked. Add or edit goals in the Goals & success measures box when you create a client (Water LLM › Create › Client) or edit one.

• They live at the top of the client’s notes doc, dated, and are rewritten in place when you change them. Your dated notes below are never touched.
• They show where you need them — on the client card in the sidebar, and on that client’s meeting card in your Daily Briefing.
• An optional reminder — turn on Set Goals in Configure Hub › Task Manager and new clients without goals show up in your task list. It’s off by default.

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.

Everything about how clients are counted and flagged is in one dialog: Water LLM › Configure Hub › Client Tracker. Save & Full Scan saves and recalculates every client straight away; Save & Scan Client does the same for one.

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 › Biz Dev Board.

• 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
• Closing a deal — drop a card into your winning stage and you are offered two next steps: Create Client, which opens the client composer pre-filled and set to Onboarding, or Create Invoice, which opens the invoice composer pre-filled from the deal. Losing a deal offers neither, because neither applies.
• When the deal contact isn’t the client — creating a client from a won deal asks whether the deal contact is the client, their sponsor (someone at the company paying for it) or the person who referred them, and fills in the 📅 Clients row accordingly.

Each deal on 📈 Biz Dev can have one next step with a due date — send a proposal, follow up by email, wait for a reply, book a call, send an invoice, decide or close out. Set or change it from the deal composer, the Next Step button in the sidebar, or with one tap in your Daily Briefing, which works on your phone.

Water LLM notices when it’s done, from data it already collects: you emailed them, they replied, a meeting got booked, the deal reached Proposal, an invoice went out, or the deal closed. It then clears the step, notes “✓ …” in their notes doc, and suggests the next one in your briefing.

Your stage names live in ⚙️Settings, column K, rows 4 to 14 — eleven slots. The default set uses six of them:

The last two slots are the close-out pair — K13 is the positive one, K14 the negative. Call them whatever you like (“Signed” and “Passed”, say); what matters is that they stay in those two cells. Everything else counts as open pipeline, and the board offers to create a client or an invoice the moment you drop a deal into K13.