Projects

Updated

Creating a Project

  1. Open the Projects tab and tap + (or press ⌘ ⇧ P on iPad/Mac)
  2. Fill in the project details
  3. 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.