What actions can a rule perform?

Rules can send a message, move a deal to a pipeline stage, create a draft invoice with your line items pre-filled, create a task with a due date and a link to the relevant record, or send a webhook payload to Zapier, Make, n8n, or your own endpoint.

What is an if/else condition in Kwill?

An Only if… condition limits when the main action runs. An Otherwise… action fires when the condition is not met. One rule can handle both outcomes — for example, a soft reminder for on-time payers and a firmer one for everyone else.

Does Kwill integrate with Zapier, Make, or n8n?

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

Is workflow automation included in Kwill or a separate product?

It is built into Kwill alongside proposals, invoices, deals, and projects. There is no separate product to set up or connect.

Workflow automation

Workflow automation that works the way you think.

No flowcharts to draw or forms to fill. Type what should happen — Kwill turns it into a live rule and runs it every time.

Start for free See the workflow builder

Automation use cases

Eight triggers. Every stage of your client workflow.

Fire rules when a deal is won, an invoice goes overdue, a proposal is signed, a project stage changes, a client sends a message, a service is requested, or a file is uploaded.

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.

Automation configurations

Built-in automations, ready to switch on.

Kwill does not ship a public gallery of third-party workflow templates. What you can use today is toggle-based automations plus custom rules for supported events.

Built-in Automations

Active

Draft invoice on signed proposalProposal

Creates draft invoice ready for review

Send client welcome & portal linkClient

Dispatches onboarding email instantly

Send reminder at 3 days overdueInvoices

Gentle automated follow-up notice

Instant zero-setup togglesReady out of the box

Toggle-based automations

Turn built-in automations on or off. These are ready configurations — not a downloadable template marketplace.

Rule Builder Flow

WHEN

Proposal signed

Proposal event

AND IF: Condition: amount > $2,000

THEN

Send onboarding email + client portal

Auto-run

Supported triggers cycle:1 of 3: Proposal signed

Custom automation rules

Build custom rules in the builder: pick a supported trigger — proposal signed, project stage changed, or Stripe/Razorpay invoice-paid webhooks — define your rule, and set the action that should run.

Workflow builder

Plain English. Working rule.

Type what should happen. Kwill fills in the trigger, conditions, and actions. Review it, click Create, and the rule runs on its own — no configuration left for you to figure out.

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.

Integrations

Connect Kwill to Zapier, Make, n8n, or your own endpoint.

Add a Send to webhook action to any automation. Kwill sends the full event details — client, amount, invoice, project and more — and your external tool handles the rest.

Supported

Stripe & Razorpay
Invoice-paid webhooks can trigger a custom automation rule when a client payment is confirmed.
Zapier
Add a Send to webhook action to any automation. Kwill sends the full event payload to your Zapier trigger URL.
Make
Paste your Make webhook URL into any automation action. Kwill fires the event and Make takes it from there.
n8n
Connect to n8n or any custom endpoint. Kwill sends client, amount, invoice, and project details with every event.

FAQ

Workflow automation questions

What workflow automation looks like in Kwill — triggers, conditions, actions, and connecting to external tools.

Instant FAQ Assistant

Answers from our help docs

Do I need to learn a visual builder or flowchart tool?

No. Type what you want to happen in plain English — for example, "When a proposal is signed, move the deal to Won and create a draft invoice." Kwill builds the rule and shows it to you before anything runs.

How many triggers does Kwill support?

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

Kwill — The client portal built for modern service businesses

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

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

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Workflow automation that works the way you think.

Eight triggers. Every stage of your client workflow.

Trigger →
Rule → Action

Proposal
Signed

Invoice Paid

4 Core Automations

Custom Rule Builder

Built for the Work Service Businesses Repeat

Automatic Execution

Built-in automations, ready to switch on.

Toggle-based automations

Custom automation rules

Plain English. Working rule.

Automations

Let Kwill handle the repetitive work

Your rules

Email preferences

Workflow Automations

Connect Kwill to Zapier, Make, n8n, or your own endpoint.

Workflow automation questions

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

Workflow automation that works the way you think.

Eight triggers. Every stage of your client workflow.Eight triggers. Every stage of your client workflow.

Trigger →Rule → Action

ProposalSigned

Invoice Paid

4 Core Automations

Custom Rule Builder

Built for the Work Service Businesses Repeat

Automatic Execution

Built-in automations, ready to switch on.

Toggle-based automations

Custom automation rules

Plain English. Working rule.

Connect Kwill to Zapier, Make, n8n, or your own endpoint.

Workflow automation questions

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

Eight triggers. Every stage of your client workflow.

Trigger →
Rule → Action

Proposal
Signed