Projects
Updated
Creating a Project
- Open the Projects tab and tap + (or press
⌘ ⇧ Pon iPad/Mac) - Fill in the project details
- Tap Save
Project Fields
| Field | Required | Description |
|---|---|---|
| Name | Yes | Project name |
| Client | No | Link to a client from your Clients list |
| Category | No | Colour-coded group for organising projects |
| Start Date | No | When work begins |
| Due Date | No | Deadline for the project |
| Priority | Yes | Low, Medium, or High |
| Status | Yes | Current stage of the project (see below) |
| Budget | No | Total budget for the project |
| Notes | No | Description, brief, or any other details |
| Photo | No | Attach an image to the project |
Project Statuses
Kwilio Projects has nine statuses to reflect real-world workflows:
| Status | Use it when |
|---|---|
| Not Started | Project is planned but work hasn’t begun |
| In Progress | Active work underway |
| In Review | Work done, awaiting client or internal review |
| Ready for QA | Development complete, queued for quality assurance |
| Testing | QA or user testing in progress |
| Ready for Deployment | Tested and approved, awaiting release |
| Deployed | Live / delivered to the client |
| Complete | Project fully finished and closed |
| Cancelled | Project was cancelled |
Priority Levels
- Low — no immediate deadline pressure
- Medium — standard priority
- High — urgent or time-sensitive
Organising with Categories
Categories let you colour-code projects into groups — for example, by service type (Development, Design, Consulting) or by client tier. Create categories in Projects → Categories and assign them when creating or editing a project.
Free plan: up to 2 categories. Premium: unlimited.
Tracking Budget
Enter a Budget to track how much a project is worth. The budget appears on the project detail screen alongside the Billable Amount — which is populated when you create an invoice for the project. Comparing the two shows whether a project is on track financially.
Viewing Project Details
Tap any project in the list to open its detail view. From here you can:
- See status, priority, dates, and budget at a glance
- Check task completion percentage (calculated from completed vs. total tasks)
- View and manage the task list
- Add and reply to comments
- Share the project with team members
- Generate a Smart Invoice (Premium + Apple Intelligence)
- Edit or delete the project
Filtering and Sorting
Use the filter and sort controls in the Projects toolbar to find what you need:
Filter by:
- Status (e.g. show only In Progress projects)
- Priority
- Client
- Category
- Completion (complete / incomplete)
Sort by:
- Created date
- Due date
- Status
- Priority
AI Project Descriptions (Premium)
With Apple Intelligence enabled (iOS 18.1+ / macOS 15.1+), Kwilio Projects can write a project description for you. While creating or editing a project, tap Generate Description and the AI uses the project name, category, and priority to draft a notes entry. Edit it or use it as-is.
Editing and Deleting Projects
- Edit: Open the project → tap Edit in the toolbar
- Delete: Open the project → tap the trash icon, or swipe left on the project in the list
Deleted projects are soft-deleted (hidden but not immediately removed). Tasks and invoices linked to a deleted project remain intact.