Invoices & PDF Export
Updated
Creating an Invoice
Invoices can be created from two places:
- Invoices tab → tap + (or press
⌘ ⇧ I) - Project detail → tap the Smart Invoice button (Premium + Apple Intelligence)
Free plan: 1 invoice. Premium: unlimited.
Invoice Fields
| Field | Required | Description |
|---|---|---|
| Name | Yes | Invoice number or reference (e.g. “INV-001”) |
| Client | No | Link to a client from your Clients list |
| Projects | No | Link one or more projects to this invoice |
| Due Date | No | When payment is expected |
| Amount | Yes | Total amount due |
| Paid | No | Toggle to mark the invoice as paid |
| Notes | No | Payment instructions, terms, or any other notes |
Calculating Amount from Projects
When you link projects to an invoice, Kwilio Projects can calculate the amount automatically based on the Billable Amount set on each project. You can also override this and enter the amount manually.
Smart Invoice (Premium + Apple Intelligence)
Smart Invoice uses Apple Intelligence to draft a complete invoice structure from your project data. It requires:
- A project with a linked client
- A project with at least one task
- A Premium subscription
- iOS 18.1+ or macOS 15.1+
To use Smart Invoice:
- Open a project → tap the Smart Invoice button in the toolbar
- Kwilio Projects analyses the project name, client, tasks, and timeline
- A suggestion sheet appears with:
- Total amount — AI-calculated based on tasks and timeline
- Line items — individual work items with description, quantity, rate, and subtotal
- Tax recommendations — suggested tax treatments for your work type
- Payment terms — e.g. “Net 30”
- Rationale — plain-language explanation of how the amount was calculated
- Review and edit any item
- Tap Apply to pre-fill the invoice form with the suggestions
- Save the invoice
Line Item Categories
AI-generated line items are categorised automatically:
- Development
- Design
- Consulting
- And others based on task names and project context
Filtering Invoices
Use the filter chips at the top of the Invoices list to show:
- All — every invoice
- Paid — invoices you’ve marked as paid
- Unpaid — invoices awaiting payment
- Overdue — unpaid invoices past their due date
Marking an Invoice as Paid
Open an invoice → toggle Mark as Paid. The invoice moves to the Paid filter and is excluded from the Overdue count.
Exporting to PDF
Open any invoice → tap Export PDF.
The generated PDF includes:
- Your company logo and information (from Settings → Company Info)
- Invoice name/number and due date
- Client details (name, company, address)
- Line items table — description, quantity, rate, and amount per item
- Subtotals, taxes (if applicable), and grand total
- Any notes you’ve added
The PDF is formatted to A4 and can be saved to Files, shared via AirDrop, emailed, or printed directly from the share sheet.
Setting Up Your Company Info for PDFs
For the best-looking invoices, fill in your company details before exporting:
- Go to Settings → Company Info
- Enter your company name, address, email, phone, and website
- Upload your logo
- Add your Tax ID / VAT number if applicable
- Set your preferred currency
These details are stamped on every PDF you generate.
Editing and Deleting Invoices
- Edit: Open the invoice → tap Edit
- Delete: Open the invoice → tap the trash icon, or swipe left in the list