Invoicing is the job nobody trained you for
You're brilliant on the tools. The paperwork afterwards is the bit that eats your evenings and holds up your money.
Invoices pile up until Sunday night
After a 10-hour day you're knackered. The invoice waits, then waits again, and a week later you can't remember the exact materials you used.
They look knocked-together
A figure scribbled in a text or a wonky Word file makes good work look amateur, and it gives slow payers an excuse to quibble.
Late invoices mean late money
Every day an invoice sits unsent is a day longer before you get paid. Cash flow shouldn't depend on whether you fancied paperwork that night.
How it works
From muddy boots to money owed in three steps.
Send a voice note on WhatsApp
"Did a full rewire for Mrs Patel at 14 Oak Road, 6 hours labour, consumer unit and cabling, plus VAT." Talk like you would to your mate.
AI pulls out the details
AdminHelper picks out the customer, the line items, labour, materials and VAT, and drafts a tidy invoice for you to glance over.
Approve and it's sent
Tap approve. A branded PDF lands with your customer by email or WhatsApp, and a copy is saved to your customer portal automatically.
Branded invoices that get taken seriously
Every invoice carries your business name, logo and details, with VAT handled correctly whether you're registered or not. The kind of invoice that gets paid without a second email.
- Your logo, business name and trading details on every PDF
- VAT calculated automatically based on your VAT status
- Sequential invoice numbers that keep your books tidy
- Customer portal where clients can view and download anytime
Everything in your invoicing toolkit
Built around how tradespeople actually work, not how accountants think you should.
Voice-note to invoice
Speak the job and get a structured invoice back. No forms, no fiddly mobile keyboards.
Professional PDFs
Clean, branded documents that make a one-van operation look like an established firm.
VAT done right
Standard, zero-rated or reverse-charge. The sums are handled so HMRC stays happy.
Customer portal
Clients get their own link to view, download and pay, cutting down the "can you resend it" texts.
Saved customers & rates
Regulars and your usual day rates are remembered, so repeat invoices take seconds.
Syncs to your accounts
Push every invoice straight to Xero or FreeAgent as a draft, with no double entry.
Frequently asked questions
The questions plumbers, electricians and builders ask us most about WhatsApp invoicing.
How do I create an invoice from a WhatsApp voice note?
Send a voice note to your AdminHelper WhatsApp number describing the job: the customer, what you did, your labour and any materials. The AI transcribes it, pulls out the details and drafts a professional invoice. You review it, tap approve, and it goes to your customer as a branded PDF. Most invoices are done in under a minute without touching a keyboard.
Can AdminHelper handle VAT on my invoices?
Yes. Whether you are VAT registered or not, AdminHelper calculates VAT correctly on each line. It supports standard-rated and zero-rated invoices, so your invoices stay compliant with HMRC rules.
Do I need a laptop or accounting software to use it?
No. Everything runs through WhatsApp, the app already on your phone. You do not need a laptop, a desktop or any separate accounting package. If you do use Xero or FreeAgent, AdminHelper can sync your invoices across automatically, but it is not required.
Will the invoices have my own branding?
They will. Your business name, logo, address and contact details appear on every invoice, along with sequential invoice numbers. Customers see a polished, professional document rather than a scribbled figure in a text message.
How do my customers receive and pay the invoice?
Each invoice is sent as a PDF by email or WhatsApp, and your customer also gets a secure portal link where they can view and download it whenever they like. Pair it with payment chasing and AdminHelper will gently follow up any unpaid invoices for you.
What if the AI gets a detail wrong?
You always see the draft before anything is sent. If a price, quantity or name needs tweaking, you edit it in a couple of taps and then approve. Nothing reaches your customer until you are happy with it.
Is my customer data kept secure?
Yes. Your data is stored securely on UK and EU infrastructure, your invoices live in your own account, and customers only ever see their own documents through a private portal link.