Send invoices and get paid

Before your first invoice

• Under Business › Business Settings, connect Stripe to take online payments, add bank transfer details, or both.
• Set your invoice currency there too. It applies to new invoices and proposals — there is no per-invoice currency picker.
• Set your default tax rate and label under Business › Tax.

Creating an invoice

You can also start an invoice from a project’s logged time (Independent and above), or from a signed proposal that the Invoices page lists as ready to bill. AI line items are available too, but generating them replaces your existing lines and note.

1. Go to Invoices › New invoice. On Independent and above, start from one of 48 templates, one of your saved templates, or a blank invoice.
2. Pick the client (required) and optionally a project.
3. Choose payment terms — Immediate, Net 15, Net 30 or Net 60 — which set the due date. It defaults to 30 days from today.
4. Add line items with a description, quantity and rate. Optionally add a fixed-amount discount and a tax percentage; tax is worked out after the discount.
5. Click Save draft or Send invoice. Invoice numbers are assigned automatically as INV-0001, INV-0002 and so on.

Getting paid

When an invoice is paid, you get a "Payment received" email, the client gets a receipt, the PDF is stamped PAID, any files gated behind the invoice unlock, and any "Invoice paid" automations run.

• Online: the client clicks Pay Now in the email or pays from their portal. Card is always offered; some currencies also get local methods, such as SEPA and iDEAL for EUR, Bacs for GBP, UPI for INR, and Pix and Boleto for BRL.
• By bank transfer: with no online payment link, clients see your bank details and are asked to use the invoice number as the reference.
• Marking as paid yourself records the full amount straight away, with no confirmation, and closes the online payment link.

Late payment and reminders

On every plan, Kwill emails the client a friendly reminder 3 days after the due date and a firmer one at 7 days. Each goes out once per invoice, both are on by default, and only Studio and above can switch them off. Reminders stop for archived clients.

For a structured escalation ladder with late fees and interest, see late-payment enforcement.

Recurring invoices

On Studio and above, switch on "Repeat this invoice" when creating it and choose Monthly or Quarterly. Once that invoice is paid and its due date has passed, Kwill drafts the next one and emails you to review and send it.

Nothing is sent to the client until you send it. If an invoice in the series is not paid, no further invoices are created. Repeating can only be set when an invoice is first created.

Frequently asked questions

Can Kwill send recurring invoices?

Yes, on the Studio plan and above. Switch on "Repeat this invoice" when you create it and choose Monthly or Quarterly. Once that invoice is paid and its due date has passed, Kwill drafts the next one and emails you to review it — nothing goes to the client until you send it. Repeating can only be set when the invoice is first created.

What payment methods can my clients use?

Card is always offered where online payment is set up through Stripe. Some currencies add local methods, such as SEPA and iDEAL for EUR, Bacs for GBP, UPI for INR, and Pix and Boleto for BRL. You can also take bank transfers by adding your bank details, in which case clients pay you directly and you mark the invoice as paid.

Which currencies can I invoice in?

USD, EUR, GBP, CAD, AUD, INR, NGN, KES, BRL, MXN, AED, ZAR and PKR. The currency is set once per workspace under Business › Business Settings and applies to new invoices and proposals; there is no per-invoice picker.

Can I edit an invoice after sending it?

No. Sent invoices cannot be edited or deleted — only drafts can. Deleting a draft is permanent, and any time entries billed on it become unbilled again.

Does Kwill support partial payments?

No. There is no partial payment, void or cancel. A payment for less than the full amount leaves the invoice unpaid.

Can I undo "Mark as paid"?

No. Marking an invoice as paid records the full amount immediately, with no confirmation, and cannot be undone. Only use it once the money has actually arrived.

What happens if a client disputes an invoice?

Clients can click "Dispute this invoice" in their portal and say what is wrong. You get an email and the invoice page shows their reason. A dispute does not stop the 3- and 7-day reminders and does not pause enforcement, so pause escalation yourself if you use it. The notice clears once the invoice is paid.