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AI agent for small business owners

Studio Booking and Invoicing Agent

Every hour booked, billed correctly and paid

Budgets and moneyCreatives
See how it worksGet access
Studio Booking and Invoicing Agent: what goes in, what the agent does and what you get

What it does

Small studios lose money on overtime nobody billed and invoices that do not match the quote. When a client asks for studio time, this agent checks the calendar, drafts a quote with rates and deposit, and holds the slot once the engineer approves. After each session it compares booked time with actual time from the session log and adds overtime at the agreed rate. It drafts the invoice and checks it against the quote and any agreed changes. If the numbers do not match, it lists the difference for the engineer. It tracks payment and drafts polite reminders when payment is late. The engineer approves every quote, invoice and reminder. Edge case: time lost to a studio equipment fault is not charged as overtime.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueApprovedNo 1 STARTS WHEN Booking request or session ends 2 USES A TOOL Check calendar and draft quote 3 YOU APPROVE Engineer approves quote and hold 4 USES A TOOL Compare booked and actual session time 5 USES A TOOL Draft invoice with overtime 6 CHECKS THE RESULT Does the invoice match the quote and agreed changes? If not: list differences for the engineer. Back to step4. 7 YOU APPROVE Engineer approves invoice and reminders 8 RESULT Payment tracked to paid
Read the steps as a list
  1. Booking request or session ends
  2. Check calendar and draft quote
  3. Engineer approves quote and holdThe agent waits here for your OK.
  4. Compare booked and actual session time
  5. Draft invoice with overtime
  6. Does the invoice match the quote and agreed changes?If not: list differences for the engineer. Back to step 4.
  7. Engineer approves invoice and remindersThe agent waits here for your OK.
  8. Payment tracked to paid

How it decides

It bills actual time against agreed rates and excludes time lost to studio faults.

  • No overtime for studio faults
  • Deposits required before holding prime slots
  • Reminders at 7 and 14 days overdue

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Rate card
  • Deposit rules
  • Reminder schedule
  • Invoice template

What keeps you in control

It always asks you first

  • Quotes
  • Invoices
  • Reminders

Hard limits

  • Never takes payment details
  • Never sends invoices without approval

It stops when

  • Done: invoice paid
  • Stop: dispute, hand to the engineer

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA 10-hour booking on March 7 ran 12.5 hours. The session log showed 45 minutes lost to a console fault, so the overtime check removed that time. The agent billed 1.75 hours of overtime at $70 rather than 2.5. The invoice came to $922.50, matching the $800 quote plus overtime. The engineer approved and sent it.

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