Invoices

Quill’s invoice flow is built around speed on site — speak the job, tweak the lines, send it before you leave the driveway. Everything below works on phone and desktop, and keeps running if you lose signal mid-edit.

Quick invoice

Quick invoiceis the fastest path from “job done” to “invoice sent”. Open it from the dashboard or hit ⌘K / Ctrl+Kand type “quick”.

• Pick a client from your address book or add one inline
• Add lines manually, pull from saved presets, or use voice input (below)
• Set the job address if it differs from the billing address
• Preview the PDF, then send

Saved line items and trade-specific presets (electrician, plumber, builder, roofer and more) mean repeat jobs — like a boiler service or consumer unit upgrade — are one tap, not ten minutes of retyping.

Voice input

On mobile, tap the microphone on the quick invoice screen and describe the job in plain English: “Supply and install 30mA RCBO on kitchen ring, labour two hours, materials forty-five pounds.” Quill drafts the line items; you review, adjust quantities or rates, and send.

Voice works best with a clear split between labour and materials. It’s not perfect every time — treat it as a fast first draft, not a final invoice you can’t edit.

Estimates

For work that needs a quote first, create an estimateinstead of an invoice. Estimates share the same line-item editor, PDF templates and send options. When the customer accepts, convert to an invoice in one tap — lines, client details and job address carry over.

You can revise an estimate (new version number, old one kept for reference) or duplicate it for a similar job without starting from scratch.

PDF templates

Quill ships with eight PDF templates ranging from clean and minimal to more formal layouts. Pick your default in Settings → Templates, or use the drag-and-drop template builder to place your logo, colours and footer text exactly where you want them.

Every PDF includes your company details, VAT breakdown (if registered), bank details and optional PayPal.me QR code. Customers can download the PDF from the public invoice link without logging in.

Stripe payment links

Attach a Stripe payment linkto any invoice so customers can pay by card from the public view. The link sits alongside your bank details on the PDF — card for instant payment, bank transfer for those who prefer it.

When Stripe confirms payment, the invoice marks itself paid automatically. Combined with bank matching, you spend less time chasing “did you get my BACS?” messages on a Friday afternoon.

Sending invoices

Three ways to get an invoice to your customer:

• Email— Quill sends from your account with a link to view and pay. You’ll see open tracking when they view it.
• WhatsApp— copy the pre-written share text (total, link, payment details) and paste into WhatsApp. Handy when you’re still on site and they want it on their phone immediately.
• Public link— copy the view URL and send however you like (text, email, job management app). No login required for the customer.

After you send

Track status from the invoice list: draft, sent, viewed, part-paid, paid, overdue. Set payment reminders for overdue invoices, issue credit notes for corrections (don’t delete — keep an auditable trail), and export your data to CSV for your accountant at year-end.

New to Quill? Start with the Getting started guide, then connect your bank using the Bank matching guide.