Create and run projects
How projects work in Kwill: creating one, what can and cannot be edited afterwards, logging time, and showing clients progress with project stages.
Clients & projects
Add and manage clients
How to add a client in Kwill, invite them to your portal, tag and filter your list, export to CSV, and archive or restore a client.
In the portal: Clients › Add client
- What it is
- Your list of the people and companies you work for, with their contact details, tags, notes and history.
- Why use it
- Every project, proposal, contract, invoice and form needs a client. Each client also gets a login to your portal.
- When
- As soon as someone new wants to work with you, before you send them anything.
Adding a client
Clients log in with their email address — there is no password to set. Duplicate emails are not allowed, and an email belonging to an archived client prompts you to restore that client instead.
- Go to Clients and click Add client.
- Enter their full name and email address. Both are required; phone is optional.
- Optionally add business details: company, country, website and address. The country is used for late-payment interest rules.
- Leave Send portal invite email ticked to email them a link to your portal, then click Add & send invite.
Finding and organising clients
- Search matches name or email, not company.
- Filter by status — Active (has a proposal or invoice), Pending (has neither yet) or Archived — or by tag.
- Add up to 50 tags per client. Tags are saved in lowercase.
- In table view, tick rows to tag them in bulk, archive them, or export up to 500 clients to CSV.
- With a tag selected you can email everyone carrying it, up to 200 recipients per send, personalised with {{name}} and {{email}}.
Archiving instead of deleting
Kwill does not delete clients. Archiving a client hides them and their projects, invoices, proposals, contracts and inbox items from your lists without deleting anything, and stops automatic payment reminders to them.
Archived clients do not count towards your plan’s client limit. To restore one, set the status filter to Archived, open the client and click Restore — though restoring can be blocked if you are already at your limit.
Frequently asked questions
- Do my clients need a password to log into the Kwill portal?
- No. Clients sign in with a magic link — a one-time link emailed to them. They enter their email on your portal sign-in page and click "Email me a sign-in link". Links work once and expire after 24 hours.
- Can I delete a client in Kwill?
- No. You archive clients instead, which hides them and everything linked to them without deleting anything, and can be undone. If a client asks for their data to be erased, they raise the request from their portal and you process it under Account › Privacy.
- Can I re-send a client their portal invite?
- There is no re-send button today. Send the client your portal address instead — on the sign-in screen they enter their email and click "Email me a sign-in link" to get in.
- Can I export my client list from Kwill?
- Yes. Owners and admins can export up to 500 selected clients to CSV from the table view, or export everyone carrying a particular tag. The file includes name, email, company, phone, website, tags and date added.
- Do archived clients count towards my plan limit?
- No. Archived clients are excluded from your plan’s client limit. Restoring one can be blocked if restoring would take you over that limit.
Describes the Kwill portal as built on 18 September 2026.
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