[September 2025 Update] Homeowners asking for energy renovation paperwork has picked up again. More jobs need clean invoices, correct VAT lines (10%/5.5%/20%), and proof you actually did what was quoted. Good news: a tight digital routine fixes most of this.

This is a simple, plain-English routine built for solo pros and small crews — plumbers, sparkies, tilers, painters. It takes 15 minutes a day. It cuts quote delays, keeps VAT right, and helps you get paid on time.

What this routine fixes

• Forgetting to turn site notes into a quote or invoice
• Wrong VAT on mixed-rate work (10% renovation, 5.5% energy, 20% new build)
• WhatsApp chaos: details lost, approvals “in messages,” no paper trail
• Clients slow to pay because the paperwork isn’t clear

The 15-minute plan

Split it: 5 minutes in the morning, 10 minutes at the end of the day.

1. Morning (5 min)

• Open your live jobs. Pick the top two moves for today (materials to buy, quick site check, urgent quote).
• Confirm any client dependency (access, colors, model choice) and ping them early if needed.
• Set one money task: deposit, progress invoice, or final invoice.

2. On site (as you work)

• After each small task, drop a 20–40 second voice note. Say: client name, room, task, materials, time spent, and VAT hint (10%/5.5%/20%). Photos if useful.

3. End of day (10 min)

• Turn those notes into: a quick quote (if new), a tidy progress update, or an invoice. Send it. Log what’s next.

Real job example: Julien the plumber

Julien is on a half‑day at Mme Dupont’s. He installs a programmable thermostat and fixes a small leak under the sink.

Here’s his voice note on the landing:

Client: Mme Dupont, Rue des Lilas
Thermostat programmable posé au salon (économie d'énergie) – 1 u, 45 min
Fuite siphon évier, remplacement joint + resserrage – 20 min
Matériaux: thermostat X100, joint 40 mm, ruban PTFE
TVA: 5,5% pour le thermostat (éco), 10% pour la fuite

End of day, he opens Donizo. The AI turns this into two quote lines with suggested VAT, neatly split by rate. He checks eligibility for the 5.5% (existing home >2 years, energy improvement), attaches the reduced‑rate attestation if needed, and sends the proposal with a 30% deposit request.

• If approved, he converts to invoice in one click.
• If it’s a small fix done today, he invoices right away.

Tip: If the thermostat doesn’t meet 5.5% criteria, he flips that line to 10% before sending.

Keep VAT choices simple

• 20%: new build or work not eligible for reduced rates
• 10%: most renovation in homes >2 years (labor + eligible materials)
• 5.5%: energy improvement work (eligible equipment/labor) in homes >2 years

When in doubt, separate the lines. One rate per line. It protects you.

How the routine looks inside Donizo

• Speak your notes → AI drafts your quote lines and picks likely VAT
• Send a clean proposal with your logo and simple terms
• Convert to invoice with the right French VAT (20%, 10%, 5.5%)
• Track who paid, who’s late, and who still owes what
• Centralize client chats and site notes so nothing gets lost

At ~40% of your day, try turning one voice note into a ready‑to‑send quote in Donizo. It’s the fastest win.

Scripts you can reuse

• Deposit request (SMS) "Hi Claire — quote sent. To book your slot for next week, 30% deposit by Friday. I’ll send a secure invoice now."

• Friendly nudge (email) "Bonjour M. Bernard, small reminder: your invoice 2025‑071 is due. Work is finished and documented. Payment link is on the invoice. Thanks!"

• Material choice blocker (SMS) "Need your tap model today to keep Friday’s install. If no choice by 5pm, next slot is Tuesday."

The three lists that keep you sane

Set these as boards or statuses. Move jobs every day.

• Leads: waiting on decision, missing info, quote sent
• Jobs: scheduled, in progress, snag/punch, done
• Money: deposit due, progress due, final due, paid

At ~70% of your week, set these three lists inside Donizo. Your pipeline becomes visible in one place.

Quick checklist: the 15-minute routine

• Morning 5 min: pick two job moves + one money task
• On site: 20–40s voice notes after each task, snap photos
• End of day 10 min: convert notes into quotes/invoices, send updates
• VAT sanity: split lines by rate, attach reduced‑rate attestation when needed
• Log decisions: color, model, height, location — no more “but you said…”

Common questions

• What if the client only uses WhatsApp? Paste key messages into your job timeline. In Donizo, keep decisions and photos with the job so your invoice matches reality.

• What if I forget to invoice? End each day inside the Money list. If a job moved forward, an invoice moved forward. In Donizo, overdue and “still owes” are clear at a glance.

Bottom line

A short daily routine keeps quotes moving, VAT clean, and cash flowing. No heroics — just consistent notes turned into paperwork clients trust.

Ready to try it on your next job? Start your routine in Donizo — quotes by voice, clean proposals, correct VAT, and clear payment tracking, all in one place.