Proposal to invoice
Turn an accepted proposal into an invoice in a click. The figures, the line items and the client all carry across — nothing keyed in twice, nothing to mistype.
Everything the butler does
One butler.
Every job.
Winning the work, running the diary, getting paid, keeping the books — the four jobs a client business lives or dies by, handled under one roof. All of it powered by Accessible AI you never have to manage, and dressed, every time, in your own brand and voice. Here is the whole of it, in detail, for every trade that quotes for its work.
Proposals
Drafted from the enquiry, in a voice that reads like yours.
Working it through
Notes, changes and sign-off on the document itself.
Clients
Every conversation and quote, kept against their name.
Bookings & pipeline
Every enquiry on one board, with the whole job attached.
Invoicing
From agreed proposal to paid invoice, without re-typing.
Finance & books
Receipts that file themselves and a P&L that stays true.
Your trade
It arrives already speaking the language of your work.
Where it connects
Your accountant, your bank, your inbox — all still yours.
Proposals
A proposal in your voice, before the kettle's boiled.
Paste an enquiry — an email, a WhatsApp, a scribble of notes — and the butler drafts the whole proposal: the opening, the scope, the pricing, the terms. It reads like you because it learned from the proposals you've already sent, not from a template's idea of how a proposal ought to sound.
- Drafted from the enquiry — the brief in, a full first draft out, ready to shape rather than start from a blank page.
- Learns your voice from the work you've won, so the tone is warm and unmistakably yours, never robotic.
- Tiered options — present good, better and best in one document and let the client choose the shape that suits them.
- Save any proposal as a template — its structure becomes a starting point, while each new brief still writes its own words.
- A clarifying Q&A pass — Chalmsy asks the two or three things it needs to know, shows you the draft alongside, then revises.
- AI polish that can't touch the price — tidy the spelling and the tone in one click; the numbers you set stay exactly as you set them.
✦ Polish
Design only
Voice · learned from 14 sent
Kitchen & garden room
Prepared for Delaney Rowe · draft saved 2 minutes ago
Thank you for the site visit on Tuesday — the light through the back of the house is the thing to build around. Three ways we could take it, each fully costed:
Essential
$18,400
Considered
$26,900
Full
$41,200
Illustrative data
Bookings & pipeline
The whole job on one card — nothing quietly forgotten.
Every enquiry lands on a board you can read at a glance. Drag a booking from first contact to confirmed and everything travels with it: the client, the venue, the proposal, the invoice, the timings, the history. Open one card and the whole job is in front of you.
- Board stages you set to match how you actually work — enquiry, scoping, proposal, negotiating, confirmed.
- Value on every card, editable in place, so the total across the pipeline is always current and never a guess.
- Clients with several jobs stay untangled — each booking keeps its own proposals, invoices and details.
- Run-of-day timings tied to the booking they belong to, from setup to the last van leaving.
- Embeddable intake forms you drop onto your own website, feeding new enquiries straight onto the board.
- Venue & contact history remembered — the loading bay, the planner's name, what worked there last time.
Odell & Wren
Sat 11 Oct · The Old Granary, Rye · 120 covers
Run of day
| 07:30 | Access & setup — kitchen garden gate |
| 12:00 | Ceremony service · 60 chairs |
| 14:30 | Wedding breakfast — long tables |
| 23:00 | Breakdown & clear |
Proposal · accepted
Invoice · deposit paid
Illustrative data
Invoicing
Getting paid, without the re-typing.
The invoice already knows what you agreed — because it was built from the proposal the client signed off. Deposits, balances, terms and schedules follow on their own.
Payment schedules
Split any job into a deposit and balances, or into stage payments. Each instalment is its own invoice with its own due date, tracked to paid.
Sent from your address
Invoices go out from your own email, not a no-reply robot. The client sees you, replies land in your inbox, and the thread stays in one place.
Recurring & retainer
Quote a retainer weekly, monthly or annually and the agreed rate carries onto each cycle's invoice. Ideal for maintenance, ongoing contracts and care plans.
Terms & conditions
Attach your terms to any proposal or invoice, saved once and reused. The client agrees to the version they were shown, and it's kept on record.
Proper PDFs
Every document exports as a clean, branded PDF at full print resolution — the kind you'd be happy to see framed, not a blurry screenshot.
Finance & bookkeeping
Photograph the receipt. That is the whole task.
Snap a receipt on your phone and Chalmsy reads the vendor, the date, the amount and the category, then files it against the right job. By month end the profit and loss is already written — and you can lock the period so a closed month stays closed.
- Photograph receipts and they read themselves — vendor, date, total and category, ready for you to confirm.
- A clean ledger of every penny in and out, searchable, categorised, and tied back to the booking that earned or spent it.
- Live profit & loss per trading entity, so margin is a number you can see today rather than a feeling next spring.
- Period locking so a month you've already reported on can't quietly drift underneath you.
- CSV import that copes with real-world data — UK or US dates, European decimals, and either sign convention for money out.
- Separate trading entities kept properly apart — a limited company and a side venture never bleed into one another's books.
Rowan Studio Ltd
Rowan Events Co
October
| Vendor | Category | Amount |
|---|---|---|
| Coldwater Wholesale 2 Oct · read from photo | Stock | $412.60 |
| Bexhill Fuel 4 Oct · read from photo | Vehicle | $68.40 |
| Marlow Hire 9 Oct · read from photo | Equipment | $240.00 |
| The Print Rooms 11 Oct · read from photo | Marketing | $95.00 |
September locked
Illustrative data
The rest of the household
The small tools that quietly earn their keep.
Beyond the four big jobs, a set of everyday conveniences — useful whether you arrange flowers, pour foundations, shoot weddings or advise boards.
Price guide
Your rates, materials and markups in one place. Set them once and every proposal costs itself correctly — no more pricing from memory at eleven at night.
Recipes & spec builds
Save a repeatable build — a bridal arch, a survey package, a three-course menu, a standard fit-out — as a recipe you can drop into any proposal and adjust.
Suppliers
Keep your growers, printers, hire firms and subcontractors on file, with the price lists you buy at — ready to pull straight into a quote.
Inbox in context
Connect Google and the client's emails sit beside their booking. Reply where the work is, instead of hunting through a separate inbox for the thread.
Calendar & files
Bookings show up in your calendar and the relevant drive folders sit one click from the job, so the mood board and the contract are never far apart.
Team roles
Bring people in and give them a role. An assistant can run bookings and details while margins, costs and the books stay hidden from view.
The people, not just the jobs
Every client, and how you came to know them.
A booking is an event. A client is a relationship — the call you took in the van, the venue they mentioned once, the quote you sent last spring. Chalmsy keeps all of it against their name, so you walk into every conversation already knowing where you left off.
Log a call in your own words
Just off the phone? Record it, upload a voice note, or paste what was said. Chalmsy writes it up against the right client and pulls out what actually needs doing — before you've reached the next job.
One history, every thread
Emails, quotes, invoices, bookings and notes all sit on one page. Their last contact date keeps itself current from your inbox, so nobody goes quiet without you noticing.
You can see where a fact came from
Every detail carries its source — typed by you, lifted from an email, an enquiry form or a WhatsApp. When a date and a budget disagree, you can tell which one to trust.
Fix anything where you see it
Tap a phone number, a budget, a date and change it in place. No edit screen, no save button to hunt for, no dread about opening the record at all.
Straight into the work
From a client's page, start a booking, raise an invoice, draft a proposal or write the email — with their details already filled in.
Bring your team in
Add someone by email and they sign in with Google — no invitation to lose. An assistant can run bookings and clients while margins, costs and the books stay out of sight entirely.
Between sending and signing
Work the proposal through with them.
Most work isn't won on the version you send. It's won in the fortnight of small changes afterwards — usually across a dozen emails nobody can follow. Chalmsy keeps that conversation on the document itself.
A link each, not one for everyone
The couple, the planner, the finance director — each gets their own private link. You can see who said what, and withdraw one person's access without breaking anybody else's.
Notes on the line in question
They comment against the section they mean, with photos if a picture says it faster. No more "third paragraph, second bullet" — the note sits where the work is.
They can suggest what's missing
If they want something you haven't quoted, they can propose it. You accept it with one click and it drops in as a costed section, or you leave it. Their idea, your prices.
Signed off, properly
Accepting sends a code to their own inbox, so a signature is tied to the person you invited rather than to whoever the link was forwarded to. The agreed version locks with their name and the date on it.
Change orders that behave
Save a revision as a new version and everyone's link follows it forward, with the whole thread of notes intact. Signing v2 is never mistaken for signing v3.
Reply once, not fifteen times
Answer their notes as you work, then send a single "here's the updated proposal" when you're done — instead of an email for every small change.
Not a blank slate
It already speaks your trade.
Tell Chalmsy what you do on the way in and the whole workspace changes its vocabulary. A builder is quoted a site survey, not a welcome arch. Nothing to configure — and you can change your mind later without starting again.
Florists & floral design
Wedding florals, hotel contracts and installations, with per-stem recipes, wholesale price lists and your own markup rules behind the quote.
Event planners & producers
Weddings, corporate events and productions — proposals, your vendors on file at the rates you buy at, and the run of the day in one place.
Hotels, venues & hospitality
Group bookings and event-space contracts, with recurring all-in fees quoted per week, month or year.
Consultancies & agencies
Scopes of work, retainers and engagements, with the client's email thread sitting beside the job.
Trades & home services
Quote fast from site, with photo-rich job records — plumbers, electricians, builders and fit-out firms.
Interior design
Commissions and schemes in tiered options, priced from your own materials and markups, with mood boards beside the job.
Fits what you already use
It works with the rest of your setup.
A good butler doesn't insist the household is rearranged around him. Chalmsy sits alongside your accountant, your bank and your inbox rather than asking you to replace them.
Your accountant gets a tidy set of numbers
Receipts file themselves, the ledger stays categorised and your profit and loss is current — so the picture is in front of you all year, not reconstructed each January. Export the lot whenever your accountant asks — and if you're on QuickBooks Online, Chalmsy syncs with it directly, per trading entity.
Invoices go out from your address, money lands in your account
Chalmsy raises the invoice from the agreed proposal, sends it from your own email and tracks it through to paid. The payment itself moves through your own bank or provider, so nothing sits between you and your client's money — and nothing new to reconcile.
Google, where the work already lives
Connect once and the client's emails sit beside their booking, events land in your calendar, and the drive folder for a job is one click from the job. Reply where the work is, rather than hunting a separate inbox for the thread.
Several trading entities, each in its own currency
Run more than one company from a single workspace — separate entities with their own tax treatment and their own currency, kept apart in the books and on the documents your clients receive.
You always read it before it goes
Every draft is a starting point, not a send-and-forget. The butler prepares the document; you're the one who puts your name to it.
Stay calmsy
Hand the whole lot over.
Start free, bring one booking across, and let the butler show you what a quiet afternoon of admin looks like when it isn't yours to do.