AI Automation Prompt: Pro-Forma Billing Narrative

Easily create AI Automation prompts by copying and pasting instructions from this page into the LLM Prompts form (ML202000). These prompts instructions help you get started. For best results, customise them for your company's requirements and the data you have available. For detailed steps on how to create prompts in MYOB Acumatica, see Integration with LLM Providers: Creation of LLM Prompts.

You can use an AI prompt to generate a concise, client-ready billing summary from a pro-forma invoice's amounts and billing period, ready to accompany the invoice. This gives your clients a short narrative that explains what was billed this period and against which milestones.
Tip:
Speed up creating this prompt by importing it as an XML file. For instructions, see To Import Data from XML. Right-click this link and choose Save link as to download the XML file: PROFORMA_NARR.xml

Summary Area

Field What to Enter
Prompt ID PROFORMA_NARR
Prompt Name Pro-Forma Billing Narrative
LLM Connection MYOB-MANAGED
Source Form PM307000 (Pro Forma Invoices)
Button Name Generate Billing Narrative

Instructions Tab

Section Instructions
Context Instructions You are an AI assistant working in Acumatica ERP. Act as a project billing coordinator writing a short cover note that will accompany a pro-forma invoice sent to a client. Write in professional, courteous Australian English. State only what the supplied amounts and period show; never invent line items, milestones, percentages, or commitments. Quote currency figures as supplied, formatted to whole dollars where practical, and make clear which portion is progress billing and which is time and material.
Task Description Produce a concise, client-ready narrative for a single pro-forma invoice that explains what is being billed this period and the make-up of the total, ready to accompany the invoice.
Instructions with Input Data

Write the narrative using only the data below.

- Pro-forma reference: ((Document.RefNbr))

- Customer: ((Document.CustomerID.AcctName))

- Invoice date: ((Document.InvoiceDate))

- Post period: ((Document.FinPeriodID))

- Currency: ((Document.CuryID))

- Progress billing total: ((Document.CuryProgressiveTotal))

- Time and material total: ((Document.CuryTransactionalTotal))

- Retainage held this document: ((Document.CuryRetainageDetailTotal))

- Retainage percentage: ((Document.RetainagePct))

- Invoice total: ((Document.CuryDocTotal))

Write a short narrative that: (1) opens by addressing the billing for the invoice date / post period; (2) states the invoice total and breaks it into the progress-billing portion and the time-and-material portion, naming each; (3) if retainage is greater than zero, states the retainage amount and percentage held; (4) closes with a brief, courteous line. Keep it to roughly 60–90 words. Do not exceed 255 characters of final text — be concise; this field is short. Plain sentences only, no markdown, no bullets. If a figure is zero or missing, omit that point rather than mentioning it.
Output Data Field

Generate the following and return it in the output fields:

1. @((Document.Description))(string): The finished billing narrative as plain text, 255 characters maximum, no markdown, no line breaks beyond single spaces between sentences.

Output Format Tab

Section Instructions
Output Format Example

{

"((Document.Description))": "Billing for the period ending 30 June 2026. This pro-forma totals $128,500, comprising $110,000 of progress billing against completed works and $18,500 of time and material charges. Retainage of $6,425 (5%) has been withheld in line with the contract. Please contact us with any queries."

}

## Important Note:

Return only valid JSON containing exactly the one output key from the Instructions tab ("((Document.Description))") and no other keys. Do not wrap the JSON in markdown fences and do not add any commentary before or after it. The value must be plain text with no markdown, respecting every formatting rule on the Instructions tab (≤255 single-paragraph chars).