Can automations handle different cases for different clients?

Yes. Add an Only if… condition and an Otherwise… action so one rule can handle both cases. For example, send a soft reminder to clients who usually pay on time and a firmer one to everyone else — set it up once and it runs on its own.

Can Kwill create a draft invoice automatically?

Yes. When a proposal is signed, Kwill can create a draft invoice with your line items already filled in. It always stays a draft until you review it and click send.

Can automations create tasks?

Yes. Rules can create tasks with a due date and a link to the relevant client, deal, or invoice. Open tasks show up on your dashboard.

Can I connect Kwill automations to Zapier, Make, or n8n?

Yes. Add a Send to webhook action to any automation. Kwill sends the full event details — client, amount, invoice, project and more — to Zapier, Make, n8n, or your own endpoint. Paste a URL and you're connected.

Automation

Automate your business by describing it.

Tell Kwill what should happen in plain English. It builds the automation for you, with no forms, flowcharts or setup guides.

Start for free Explore automations

Automation builder

Build rules around the events you already run.

Use toggle-based automations or the custom rule builder, connect a trigger, define the rule, and run a configured action when the event happens.

usekwill.com/automations

Live

Automations

What Kwill does for you automatically — the built-in actions, plus any rules you build.

Describe it

Build it yourself

Let Kwill handle the repetitive work

Say what should happen and when — send an email, post to Slack, create a task, move a deal. Kwill drafts the automation for you to review. Nothing runs until you create it.

Describe your automation

e.g. When an invoice is paid, send the client a thank-you email.

⌘/Ctrl Enter to draft

Or start from an example

ProposalDeal

When a proposal is signed, move the deal to Won.

InvoiceEmail

When an invoice is paid, send the client a thank-you email.

InvoiceSlack

When an invoice goes overdue, remind clients who usually pay on time. Otherwise, tell me on Slack.

FormTask

When a client submits a service request, create a task for me.

Your rules

When something happens in your workspace, Kwill does something about it.

No automations of your own yet

Rules you create show up here. Describe one above, or build one yourself.

Email preferences

Control product tip and upgrade emails from Kwill. Changes save as you switch them.

Marketing Emails

Tips, onboarding nudges, and upgrade suggestions for free plans. Turning this off does not stop transactional mail — invoices, proposals, contracts, and security alerts still send as usual.

Workflow Automations

Actions Kwill runs for you when something happens. Changes save as you switch them, and take effect on the very next event — nothing already in flight is re-run or undone.

Draft an invoice when a proposal is signed

The moment a client accepts, Kwill creates a draft invoice for the agreed work — including any optional add-ons they ticked — due in 30 days. It stays a draft until you review and send it, so nothing reaches the client automatically.

Send welcome email when proposal is signed

Fires a warm "let's get started" email to the client the moment they sign. Links them to their portal.

Email me when a client signs a contract

Sends you the countersigned contract and its PDF as soon as the client adds their signature. Your client always gets their own copy, whether this is on or off.

Send a reminder when an invoice is 3 days overdue

Emails the client a polite nudge 3 days after the due date passes. Runs once per invoice — switching this off stops reminders for invoices that are already late.

Send firm reminder — 7 days overdue

Sends a firmer follow-up at 7 days overdue. Runs once per invoice, after the 3-day reminder.

Notify me when a client uploads a file

Sends you an email whenever a client adds a file to a project.

Notify me when a service request is submitted

Sends you an email whenever a client submits a change order, new task, bug report, or question.

Notify client when project stage changes

Fires an email to the client whenever you move a project to a new active stage.

Example workflows

Real events. Configured follow-through.

Automations respond to client-business events already in Kwill, proposal signing, project stage changes, and Stripe/Razorpay invoice-paid webhooks.

Trigger →
Rule → Action

Step 1

Trigger fires

Step 2

Rule evaluates

Step 3

Action runs

Build workflows around events in your client-management process — without rebuilding the same follow-up by hand.

Proposal
Signed

When a client signs a proposal, the custom rule you configured runs its follow-up action automatically.

Stripe/Razorpay WebhookJust now

Invoice Paid

INV-2026-104 — $6,200.00 paid via Stripe/Razorpay Card (**** 4242)

Automation Status Thank-you email sent

Use Cases

4 Core Automations

Proposal Follow-ups

Project-stage Workflows

Invoice-payment Workflows

Repetitive Admin Tasks

Custom Rule Builder

Build custom rules or use toggle-based automations that decide when to run.

Connected Events

Built for the Work Service Businesses Repeat

Automations sit inside your client workflow — proposals, projects, and payments — so admin follow-through happens when the event does.

Proposal Signed

Stage Changed

Invoice Paid

Contract Sent

File Uploaded

Client Onboarded

Proposal Signed

Stage Changed

Invoice Paid

Contract Sent

File Uploaded

Client Onboarded

Automatic Execution

Kwill executes the configured action automatically when the trigger and rule match.

What you can automate

Rules that run so you don't have to.

From natural-language input to if/else logic, deal moves, draft invoices, and external webhooks — every piece of the follow-up is covered.

Automation builder
When a proposal is signed, move the deal to Won and create a draft invoice
Proposal signed → move dealInvoice overdue → remind client
Create ruleEdit in form
Describe your automation
Type what should happen in plain English. Kwill builds the rule — check it, then click Create.
IF
Invoice is overdue
Paid on time before → soft reminder
Otherwise → firm reminder
If / else conditions
Add an Only if… condition and an Otherwise… action so one rule handles both cases automatically.
Proposal sent
Won
Invoiced
Moved automatically when proposal was signed
Move deal to a stage
When a client signs a proposal, Kwill moves the deal to Won for you — no manual card dragging.
Draft invoice
Draft
Brand redesign — Phase 2filled ✓
Kickoff workshopfilled ✓
Review and send when ready — nothing goes to your client until you do.
Create a draft invoice
When a proposal is signed, Kwill creates a draft invoice with your line items pre-filled. It stays a draft until you send it.
Send to webhook
https://hooks.zapier.com/…
Zapier Make n8n
Payload includes client, amount, invoice, and project.
Webhook integrations
Paste a URL and connect any automation to Zapier, Make, n8n, or your own endpoint.

Automation vs manual work

Less remembering. More follow-through.

Stop relying on memory for the same client-business steps. Let a workflow respond when the event occurs.

Manual

Event → Remember → Perform action → Repeat

Event happens

Remember to follow up

Perform the action yourself

Repeat next time

Automated

Event → Kwill workflow → Action

Event happens

Kwill matches your rule

Configured action runs

FAQ

Automation questions

How the natural language builder works, what triggers are available, and how to connect to Zapier, Make, and n8n.

Instant FAQ Assistant

Answers from our help docs

How do I create an automation in Kwill?

Describe what you want in plain English — for example, "When a proposal is signed, move the deal to Won and create a draft invoice." Kwill turns it into a working rule. Check it, then click Create. If you want to adjust something first, click Edit in form and every field is already filled in.

What events can trigger an automation?

Supported triggers include: deal won, invoice overdue, proposal signed, invoice paid, project stage changed, client message, service request, and file upload.

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Free to start. Takes 5 minutes. Your brand, not ours — in any currency, from any country.

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FREE TOOLS

Automate your business by describing it.

Build rules around the events you already run.

Automations

Let Kwill handle the repetitive work

Your rules

Email preferences

Workflow Automations

Real events. Configured follow-through.

Trigger →
Rule → Action

Proposal
Signed

Invoice Paid

4 Core Automations

Custom Rule Builder

Built for the Work Service Businesses Repeat

Automatic Execution

Rules that run so you don't have to.

Describe your automation

If / else conditions

Move deal to a stage

Create a draft invoice

Webhook integrations

Less remembering. More follow-through.

Manual

Automated

Automation questions

Look like an agency of ten, even if you're a team of one.

Automate your business by describing it.

Build rules around the events you already run.

Real events. Configured follow-through.Real events. Configured follow-through.

Trigger →Rule → Action

ProposalSigned

Invoice Paid

4 Core Automations

Custom Rule Builder

Built for the Work Service Businesses Repeat

Automatic Execution

Rules that run so you don't have to.

Describe your automation

If / else conditions

Move deal to a stage

Create a draft invoice

Webhook integrations

Less remembering. More follow-through.

Manual

Automated

Automation questions

Look like an agency of ten, even if you're a team of one.

Real events. Configured follow-through.

Trigger →
Rule → Action

Proposal
Signed