What I build · Job Sheet to Invoice

One photo of the job sheet. The invoice is ready that same evening.

This is what Job Sheet to Invoice does, from the sheet photographed at a quarter to five to the invoice waiting in your own bookkeeping. No input screen — paper in, lines out.

Installatiebedrijf Jansen does not exist, and neither does the Terpstra family. The job sheet, the article numbers and the invoice below are exactly what the system pulls out; only the company and the customer are made up. The documents stay in Dutch, because that is who they are for.

How it works

Photo of the sheet, done
At a quarter to five, a photo of the handwritten job sheet by WhatsApp or mail. That is all the engineer has to do.
Hours and materials become invoice lines
Article numbers and rates come from your software, not from a generic list. Crossed out or unreadable? That sits at the top as a question.
You approve, the invoice goes out
The same evening, in your own books, with the extra work on it that would otherwise have been left out.

What the pile of job sheets costs

5 hrs

a week of retyping and checking, at forty sheets of seven minutes

1 photo

is all the engineer still does; no app, no fields

Same evening

the invoice is ready in your own books, with the extra work on it

The five hours is a worked example for a business with two engineers. How much extra work goes unbilled, nobody knows exactly; that is the point.

The sheet as it is, not as it ought to be

Ruben fills it in on the bonnet and photographs it before he drives off. It carries a time span instead of a number of hours, a brand name is crossed out, and “knelkopp. 15” is not an article number. Every job sheet looks like this.

IMG_2287.jpg 14-04 · 16:41

Installatiebedrijf Jansen Kwekersweg 14 · 3814 XT Amersfoort

Werkbon nr. 4471

Datum: 14-04-26
Monteur: Ruben
Aankomst: 8:15
Vertrek: 11:45
Klant: Fam. Terpstra, Berkenlaan 22, Soest

Uitgevoerd werk

storing cv – geen warm water
3-weg klep verv. Danfoss Honeywell VC4013
systeem ontlucht + bijgevuld 1,8 bar
exp.vat gecontroleerd – ok

Materiaal

1x 3-weg klep VC4013
2x knelkopp. 15
1 rol teflon

Handtekening klant Terpstra

Voorrijden ja

What gets read out of it

A time span becomes hours. Half a brand name becomes an article number with your own purchase price. And a line that is not an invoice line stays off the invoice — exactly the part someone retyping at nine in the evening gets wrong.

“aankomst 8:15 · vertrek 11:45”Arbeid storingsdienst · 3,5 uur à €85
“3-weg klep verv. Honeywell VC4013”Honeywell 3-wegklep VC4013 · art. 40012
“2x knelkopp. 15”Knelkoppeling 15 mm · art. 21105 · 2 stuks
“1 rol teflon”Teflontape 12 mm · art. 21440
“voorrijden — ja”Voorrijkosten Soest · €45
“ontlucht + bijgevuld 1,8 bar” · “exp.vat ok”Geen factuurregel — zit in de arbeid, komt wel in de werkomschrijving

The article numbers and the rates come from your own system, not from a generic list. I connect it at the start: Moneybird, e-Boekhouden, OutSmart or Fieldly. It fills what you already use; it does not replace it.

The invoice, in your own house style

Fully calculated, with the work description a customer needs to see what he is paying for. Five hundred euro that would otherwise have gone out after the weekend.

Installatiebedrijf Jansen Kwekersweg 14 · 3814 XT Amersfoort KvK 32118904 · btw NL8241.55.902.B01

Factuurnummer: 2026-0871
Datum: 14 april 2026
Vervaldatum: 28 april 2026

Voor Fam. Terpstra Berkenlaan 22 3766 EM Soest

Betreft Storing cv — geen warm water Werkbon 4471 · monteur Ruben Uitgevoerd 14 april, 8:15 – 11:45

Factuurregels
Omschrijving	Aantal	Prijs	Bedrag
Arbeid storingsdienstVervangen driewegklep, ontluchten en bijvullen tot 1,8 bar, expansievat gecontroleerd	3,5 uur	€ 85,00	€ 297,50
Honeywell 3-wegklep VC4013art. 40012	1	€ 128,50	€ 128,50
Knelkoppeling 15 mmart. 21105	2	€ 4,75	€ 9,50
Teflontape 12 mmart. 21440	1	€ 2,30	€ 2,30
VoorrijkostenSoest	1	€ 45,00	€ 45,00
Subtotaal			€ 482,80
Btw 21%			€ 101,39
Totaal			€ 584,19

Betaling

Binnen 14 dagen op NL91 ABNA 0417 1643 00 t.n.v. Installatiebedrijf Jansen, onder vermelding van factuurnummer 2026-0871. Op dit werk geldt twee jaar garantie; op geleverd materiaal de fabrieksgarantie.

Te voldoen € 584,19 · voor 28 april

Nothing goes out before you have seen it

The doubt sits at the top instead of being tucked away. What the system was not sure about, it says so; what it took straight from your library, it says that too. You tap approve, or change one line first.

Klaar om te versturen Factuur 2026-0871 · Fam. Terpstra · € 584,19

Even nakijken
“1 rol teflon” stond zonder artikelnummer op de bon. Gekozen: Teflontape 12 mm, art. 21440, € 2,30. Er staan er drie in je bibliotheek.
Even nakijken
3,5 uur is gerekend uit 8:15 en 11:45. Reistijd zit er niet in; die staat als voorrijkosten apart.
Herkend
De andere vier regels komen letterlijk uit je prijzenbibliotheek. Doorgestreepte tekst op de bon is genegeerd: “Danfoss” is niet meegenomen.

After that the invoice sits as a draft in your bookkeeping and the email goes to the customer.

This is also what the EU AI Act asks of you: the customer should know a system was involved, and you keep the last word. I supply that transparency notice and the data processing agreement with every product.

What you get

Connected to your accounting or job-sheet software, your article codes and rates
Reads handwriting, crossings-out and photos of material receipts
Invoice in your house style, ready to send
Overview of what has not been invoiced yet this week

From call to live

The scan, then a callTwenty minutes, free
BuildingTwo to four weeks
HandoverAn afternoon

All prices

Five questions

My engineers write illegibly. Does this still work?

Usually, yes; what it is not sure about goes at the top as a question instead of a guess. In the first weeks I watch along.

Does the engineer have to install an app?

No. A photo by WhatsApp or mail to one number or address. That is all.

What if my software is not supported?

Most Dutch packages have an integration; otherwise it works with export and import. I find out in the call.

Does the invoice go to the customer by itself?

No, you approve. If you later want that for regular customers, you switch it on.

Where do the photos of the sheets go?

The invoice with the photo sits in your software. With me the job sheet only sits in your part of the environment; if you stop, you get it and I delete it.

Does this fit your week?

Twenty minutes, and you know whether it is worth building. Pick an evening or a Saturday morning in the calendar; it only loads when you tap the button.

Book a call

Mail always works; you hear back within two working days. info@loopedautomations.nl

What else I build

The Phone AssistantPicks up when you cannot, and puts the call into your system One InboxSorts mail, WhatsApp and forms, and drafts the reply Quote MachineTurns a message from the van into a quote with your own prices Job Sheet to InvoiceReads the handwritten sheet, books hours and materials, makes the invoice On requestSomething else that could be automated? I also build on request!