Automate repetitive admin
The automations Kwill runs out of the box and their defaults, plus how to build your own rules that send an email or post to Slack when something happens.
Workspace & account
Plans, limits and billing
What each Kwill plan includes, the client, document, storage and seat limits, what you see when you hit one, and how to upgrade, change or cancel.
In the portal: Account › Billing
- What it is
- Your plan, what it unlocks, and how upgrades, downgrades and cancellation work.
- Why use it
- Know which limit you are about to hit, and what happens if you drop back to Free.
- When
- When you outgrow a limit, or before you cancel.
The limits
Every new workspace starts on Free, and each plan includes everything in the plans before it.
- Clients — 1 on Free, 25 on Independent, 100 on Studio, unlimited on Collective. Archived clients do not count.
- Documents (proposals, contracts and invoices, all time) — 3 on Free, unlimited on every paid plan.
- File storage — 500 MB on Free, 10 GB on Independent, 50 GB on Studio, 200 GB on Collective.
- Users — 1 on Free, Independent and Studio; 5 included on Collective.
What you see when something is not in your plan
- Sidebar items for features you do not have are hidden. Opening one by link takes you to Billing with an "Upgrade required" notice.
- Some places show a locked preview, such as the dashboard’s events and messages widgets, and Analytics.
- Buttons for locked features open an upgrade dialog naming the feature and the plan that unlocks it.
- The Billing page shows your plan and usage. Bars turn amber at 80% and red at 100%.
Upgrading, changing and cancelling
- Go to Account › Billing and click the upgrade button for the plan you want. Only the workspace owner can do this; admins can see the page but not act on it.
- Pay on the secure Stripe checkout page, then return to Kwill.
- To change plans or cancel later, click Manage Subscription, which opens Stripe’s billing page.
- Cancelling takes effect at the end of your billing period, after which the workspace returns to Free.
- If a payment fails you get 7 days’ grace and an email, then the workspace moves to Free.
- After dropping below Studio, a custom domain is removed after 7 days unless you upgrade again. A banner shows the date.
- Deleting your account does not cancel a paid subscription — cancel it first.
Frequently asked questions
- Does Kwill have a free plan?
- Yes. Every new workspace starts on Free, which includes 1 client, 3 documents in total, 500 MB of storage and one user, along with the branded client portal, proposals, contracts, invoices and the pipeline.
- How many clients can I have on each Kwill plan?
- 1 on Free, 25 on Independent, 100 on Studio and unlimited on Collective. Archived clients do not count towards the limit.
- What happens when I cancel my Kwill subscription?
- Cancellation takes effect at the end of your current billing period, and the workspace then returns to the Free plan. If you were on Studio or above, a custom domain is removed 7 days after you drop below Studio unless you upgrade again.
- What happens if my payment fails?
- You get 7 days of grace and an email. If the payment still has not gone through, the workspace moves to the Free plan.
- Who can upgrade or cancel a Kwill plan?
- Only the workspace owner. Admins can see the Billing page but cannot upgrade, change or cancel the subscription.
- Does deleting my Kwill account cancel my subscription?
- No. Cancel the subscription first under Account › Billing › Manage Subscription, and export anything you want to keep. Deleting the account permanently removes your workspace, clients, documents, messages, files, custom domain and login.
Describes the Kwill portal as built on 18 September 2026.
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