Kitebill guide

Getting started

1. Open the app. There's no signup. To look around first, click Load sample data (you can erase it later in Settings).
2. Settings: enter your business name, address, email, payment instructions and your base currency (the currency you think in, e.g. USD or PKR). Any IBAN, SWIFT/BIC code, US routing number or UK sort code in your payment instructions is checked for typos as you type (format only: it can't confirm the account exists).
3. Clients: add a client and their default currency, or import a CSV.
4. Invoices → New invoice: add line items, then Save. Press n anywhere in the app to jump there.

Sending and tracking invoices

• Open an invoice and click Print / Save PDF. In the print dialog choose Save as PDF, then email the PDF to your client.
• Click Mark as sent. Once the due date passes it shows as overdue on the dashboard.
• On a sent or overdue invoice, Write reminder drafts a payment reminder email from the invoice (client, number, amount, due date, your payment instructions) in a friendly, polite, firm or final tone. Copy it, or open it in your email app. Kitebill never sends email for you. It's free on both plans.
• Made an invoice in the free generator? Click Save it in the free app there. The app opens with the invoice filled in (client, lines, discount, tax, dates). Check it, choose whether it's already sent, and click Save to my invoices. Nothing is saved until you click Save, existing business details in Settings are kept, and a number that's already used gets the next free number.
• When the money arrives click Mark as paid, then Edit to record the exact amount received and any fees.
• Several invoices open with one client? See Client statements below.
• Duplicate copies an invoice with a new number and today's date, which is handy for monthly retainers.

Quotes (estimates)

• Quotes → New quote (or press q): pick the client, add line items, discount and tax, a Valid until date (30 days by default; change it in Settings) and notes such as scope or the payment terms you propose.
• Click Print / Save PDF and send it. The printed quote says "Quote", shows the valid-until date and a line that it is not a request for payment. Your payment instructions are left off.
• Track it: Mark as sent, then Mark accepted or Mark declined. A sent quote past its valid-until date shows as expired. The dashboard lists quotes waiting for a reply.
• When the client says yes, click Convert to invoice. You get a draft invoice with the same client, currency, lines, discount, tax and notes, the next invoice number, today's date and your usual payment terms. The quote shows as invoiced and links to it. For a foreign-currency quote, fill in the exchange rate on the invoice when you send it.
• Quotes have no separate limit on the free plan. Converting one creates an invoice, so it counts towards the 10 free invoices. Quote prefix and next number are in Settings (default QUO-0001).

Client statements (statement of account)

• Statements in the menu (or Client statement on a sent invoice, or Statement on the Clients page, or g then t) lists each client with the balance due today and the overdue part. Open one to get a one-page statement of account.
• It lists that client's sent and paid invoices in one currency up to the statement date: opening balance, invoiced, paid, balance due, the overdue part, and an ageing table (not yet due, 1-30, 31-60, 61-90, 90+ days past the due date). Drafts are left out. A client billed in two currencies gets one statement per currency.
• Pick a period (this month, last month, this quarter, this year or custom dates). Unpaid invoices from before the period become the opening balance; invoices settled before it are left off. Add a balance brought forward if the client owed you money from before you used Kitebill.
• Choose English, English + Arabic or English + Urdu labels, add an optional note, then Print / Save PDF. Below the statement there is email text (balance, open invoices, how to pay) to copy or open in your email app. Kitebill never sends it, and statements are not stored: change the date and it is rebuilt.
• The app records an invoice as paid in full or not paid. For part payments, use the free statement of account generator on the web, where you type the amount paid per invoice.
• Free on both plans. On the free plan the statement has the small "Created with Kitebill" line, like invoices; Pro adds your logo, removes that line and can export the statement as CSV.

Clients and CSV import

• Click Download CSV template for the expected columns, fill it in any spreadsheet, then Import CSV.
• Rows with a matching email update that client; new emails are added. On the free plan, import stops when you hit the 3-client limit; with Pro there is no limit.
• Header names are flexible (Name/Client/Company, Email, Address, Currency).

Currencies, exchange rates and fees

Each invoice has its own currency. If it differs from your base currency, fill Exchange rate (1 unit of invoice currency = ? base currency). Dashboard totals use that rate. In "Amount received" you can record exactly what landed in your account, and in "Fees" what the platform, PayPal or bank took. Net income = received − fees (− expenses with Pro).

Invoice language (printed labels)

In Settings → Invoice language you can keep English, or switch to English + Arabic or English + Urdu bilingual labels on the printed invoice (e.g. "Invoice no. / رقم الفاتورة"). Useful when billing clients in the Middle East or South Asia. Your line-item descriptions stay as you typed them. Bilingual labels are included in the free plan.

Keyboard shortcuts

• ? — show / hide the shortcuts help
• n — new invoice
• q — new quote
• g then d / i / q / c / t / e / s — go to Dashboard / Invoices / Quotes / Clients / Statements / Expenses / Settings
• Ctrl/⌘ + S — save the form you are editing
• Esc — close help, or leave an invoice or quote edit

Shortcuts are ignored while you are typing in a field.

Your data and backups

Everything is saved automatically in this browser on this device (local storage). We never receive it, which also means we can't restore it for you. Use Settings → Export backup regularly, and always before clearing browsing data, using a different browser or changing computers. To move, click Import backup on the new device. Private/incognito windows delete data when closed, so don't use them for real work.

Pro license

1. Buy Pro on the pricing page (checkout by Paddle).
2. The thank-you page shows your key (starts with KB1.) with an Activate in this browser button. Keep a copy of the key.
3. In another browser: open the app → Pro → paste the key → Activate.
4. Lost the key? Recover it with your email + the invoice number on your Paddle receipt.

Troubleshooting

• My data disappeared: you may be in a different browser, profile or a private window, or browsing data was cleared. Import your latest backup.
• PDF has headers/URLs: in the print dialog, turn off "Headers and footers".
• Key rejected: copy the whole key, from KB1. to the end. Still stuck? Write to mtabarca24@gmail.com.