Documentation

Welcome to QuickBilling. This guide covers what is built into the app today, with the menu names you will see on screen.

QuickBilling is invoicing and expense tracking for freelancers and small businesses. You send invoices and estimates as links, see when clients open them, and keep your spending in the same ledger.

What you can do

• Create invoices and estimates (quotes), download PDFs and share them as links
• Convert an accepted estimate into an invoice in one step
• Set up recurring invoices that arrive as drafts on your schedule
• See when a link was viewed, and let clients mark an invoice as paid or accept or decline an estimate
• Track expenses (with receipts, approvals and budgets) and income, and read profit and loss
• Work in several workspaces and invite team members, depending on your plan
• Use the in-app assistant (every plan, 30 messages a day on Free), the MCP server (all plans) or the REST API (Unlimited)
• Suggest features in the Wishlist and read the changelog inside the app
• Add bank transfer details or payment links (PayPal and others) to invoices. Card payments from the invoice link are coming soon.

Setting up your account

1. Create an account: sign up with your email and password or with Google
2. Verify your email: open the link we send you
3. Follow the setup wizard: choose a template and what the workspace is for, add your branding, then create your first billing profile

Workspace setup (Settings → Workspace Settings)

• Workspace Info: name, description, image and brand colour (a custom brand colour needs Premium)
• Defaults: Default Currency, Date Format, Default Invoice Template and Invoice Numbering Prefix
• Mode: each space is Personal, Freelancer, Agency or Business. A Personal space hides invoicing and counts spending the moment it is logged. The owner can change the mode, or switch invoicing on or off, later in Workspace Settings.

Your profile (Settings → Account → Profile)

• Photo, full name, preferred currency (used for totals across workspaces) and language
• Language: English, German, French or Spanish for the app. Your email address cannot be changed.
• Password: Settings → Account → Security

A billing profile is the sender identity on your invoices: name, address, tax ID, logo and payment details. You can keep several in one workspace and there is no plan limit on how many.

Creating a profile

1. Open Billing → Billing Profiles (or add one from inside the invoice editor)
2. Enter the display name, legal name, email, address and tax ID
3. Upload a logo (JPEG, PNG, GIF or WebP, up to 10 MB)
4. Set the default currency, payment terms (14 days by default) and the invoice number prefix (INV- by default)
5. Add payment methods

Payment methods

• Bank transfer: account holder, IBAN or account number, BIC or SWIFT, bank name
• Payment link: a URL such as a PayPal.me link, with a label
• Each method can be switched on or off, and every invoice chooses which ones to show
• These are payment instructions. QuickBilling does not collect payments for you yet.

Using profiles

• Pick a profile on each invoice. Its logo, details and payment methods appear on the invoice, the PDF and the share page.
• At least one profile is required to send an invoice.

Creating an invoice

1. Open Billing → Invoices and click Create Invoice (the arrow next to it offers Quick start presets, Browse Templates and New Estimate)
2. Choose or create a customer and a billing profile
3. Set the issue date and due date
4. Add line items: description, quantity, unit price, a unit (pieces, hours, days, kg, m, none or your own) and a tax rate per line
5. Under Taxes & Discounts add an overall tax rate, a percentage or flat discount and rename the labels if you like. Optionally add a Late Payment Fee, which is shown on the invoice but not added to the total. Once the invoice is overdue, the fee is included in the amount due.
6. Add notes or terms and choose the payment methods to show

The invoice saves automatically as a draft while you work.

Statuses

• Draft: saved, not ready
• Ready: finished, ready to send
• Sent: emailed or shared with the customer
• Awaiting Confirmation: the customer marked it as paid and you still have to confirm
• Rejected: the customer rejected it with a reason
• Paid: payment confirmed
• Overdue: a sent invoice past its due date (set automatically)
• Void: cancelled
• Estimates also use Accepted and Declined

Estimates (quotes)

• Create one from Billing → Invoices → the arrow next to Create Invoice → New Estimate
• Send it by email or share link. The client can accept or decline it without an account.
• Once the estimate is no longer a draft, Convert to Invoice creates a new draft invoice with the same customer, line items and settings. An estimate converts once.

More

• Duplicate: More actions → Duplicate copies an invoice or estimate into a new draft with a new number
• Item library: click Add from Presets in the line items to reuse saved lines, or save a line from the editor
• Export CSV: the Invoices list exports to CSV
• Customer statement: Billing → Customers → View statement shows what a customer was invoiced, paid and still owes
• Shortcuts: Ctrl or Cmd+K opens the command palette. In the invoice editor Ctrl or Cmd+S saves and Ctrl or Cmd+P downloads the PDF.

A recurring invoice repeats an invoice you already made. Each run creates a new draft for you to review and send. QuickBilling never sends a generated invoice for you. Recurring invoices are available on every plan.

Setting one up

1. Open a saved invoice (not a new one, and not an estimate)
2. Click More actions → Make recurring
3. Choose the frequency (Weekly, Monthly, Quarterly or Yearly) and repeat every 1 or more periods, so every two weeks is Weekly, every 2
4. Set the start date, then choose when it ends: never, on a date or after a number of invoices
5. Click Create recurring rule

What each run does

• Once a day QuickBilling checks your schedules and creates a draft copy of the source invoice with a new number, the issue date of the run and the same payment terms
• Customer, line items, language, template and settings are copied from the source invoice, so edit the source to change future drafts
• Invoices that were already created are never changed

Managing schedules (Billing → Recurring Invoices)

• See Active, Paused and Completed schedules with the next run date
• Pause, Resume, Edit or Delete a schedule. A completed schedule cannot be resumed.
• Deleting the source invoice also removes its schedule
• Recurring expenses are a separate feature: Finance → Expenses → Recurring

Every invoice and estimate has its own document language: English, German, French or Spanish. It sets the labels on the PDF, the share page and the emails to your customer, independently of the language you use in the app.

Setting it

• Invoice: change Document language in the invoice details
• Customer: set a default language on the customer. New invoices for that customer start in it, and you can still change them.
• The language is locked once the invoice is sent. Until then, while it is a Draft or Ready, you can change it.
• Duplicates and converted estimates keep the language of the original

System templates

• Customization → Templates lists the built-in templates in two groups. Collection 2026: Studio, Ledger, Editorial, Swiss, Compact and Brief (DIN 5008). Classic: US Professional, Classic Bordered, US Modern, European Elegant, Sidebar Premium, EU Compliant, German Rechnung and Indian GST
• Free includes two templates: Studio and Classic US Professional. Premium and Unlimited include all 14.
• New invoices start on Studio. Pick a template per invoice, or set a default under Set as default. Invoices you have already sent keep their look.

Your own templates (Premium and Unlimited)

1. Open Customization → Templates → My templates
2. Click New template and design the layout in the builder (it needs a tablet landscape or larger screen)
3. Save it and use it on any invoice, or Duplicate as custom template to start from a system one

Colours and logo (Premium and Unlimited)

• Customization → Color Palettes: create reusable palettes (text, accent, background) and mark one as default
• The invoice editor Design tab: colour overrides, spacing and borders for a single invoice
• Your logo comes from the billing profile. The brand colour is set in Workspace Settings.
• On the share page, Premium and Unlimited show your business name and logo. Free shows the QuickBilling header.

Sending by email

1. Open the invoice. If it is a Draft, click Mark as Ready.
2. Click Send Email (Resend Email after the first send). For an estimate it is Send Estimate.
3. In the Send Invoice Email window add recipients under To, CC and BCC (up to 10 in total), a subject and a message
4. Click Send Email. The status changes to Sent.

• The email contains a link to the invoice page, where the client can view it and download the PDF. It does not attach a PDF.
• The email is written in the document language
• You see when each recipient opened the email. Some email apps open messages automatically, so treat it as a hint
• Reminder emails show the amount due (with any late fee once the invoice is overdue), the due date and your bank details as text. Replies to invoice and reminder emails go to the email address on your billing profile, if it has one.

Share links

1. Open a saved invoice that is not a draft
2. Click Generate Share Link, then Copy Link
3. To stop access use More options → Revoke Link. Generating a link again replaces the old one.

• Anyone with the link can view the invoice without an account, until you revoke it
• Sharing by link has no monthly limit on any plan.
• Email sending has a daily limit on each plan, to protect deliverability. It resets at midnight UTC.

Payment reminders (per invoice)

• The first time you send an invoice with QuickBilling email, the send window shows Payment reminders, ticked for the day before the due date and two days after it. Untick them to send without. The one before the due date is not offered when the due date is today or has passed. Follow-ups 7 and 14 days after the due date are never ticked for you.
• Later, open the invoice and use Reminders (or Automated emails in the editor) to change them. Scheduled reminders work once the invoice was sent with QuickBilling email, do not apply to estimates and stop when the invoice is paid, voided or rejected.
• You get an email the day before each of the first two reminders; follow-ups are listed on the invoice. Reminders go out in the morning (UTC). Replies from your client go to the email address on your billing profile, if it has one.
• To chase an invoice yourself, use Send reminder in Owed to you on the Overview or on the invoice. You can change the recipient, add a note or copy the message instead. QuickBilling allows one reminder per invoice every 24 hours and 6 per due date, scheduled and manual together, and each one counts toward your daily email limit.
• The Reminders section of the invoice lists what was sent, whether each email was opened and what comes next. An open is a hint, not proof.

What clients can do on the share page

• Invoice: Download PDF, Mark as Paid (optional remarks) or Reject Invoice (with a reason)
• Estimate: Accept Estimate or Decline Estimate (decline needs a reason)
• You get an email and the status updates. A client's Mark as Paid shows as Awaiting Confirmation until you click Confirm Payment Received.

Payment instructions

• Bank transfer details and payment links (PayPal and others) from the billing profile appear on the invoice, the share page and the PDF
• The share page also shows how to pay: account holder, bank, BIC, sort code or routing number where you entered them, the invoice number as the payment reference, and a Copy button for the IBAN or account number. If an invoice has no payment details, the page tells your client to contact you.
• QuickBilling does not process client payments yet. One-click card payments from the invoice link are coming soon.

Link tracking

• Every share link records visits. Visits from known crawlers and scripts are skipped.
• Free: whether the link was viewed, how many times, and the first and last view
• Premium and Unlimited: also unique visitors, a timeline of each visit, approximate location from the IP address, device, browser and the viewer's IP address. A precise location only if the viewer allows it in the browser.
• Open the Analytics button next to the share link, or the invoice's analytics page
• The open time per recipient of an emailed invoice is available on every plan

Where to find it: Finance → Expenses, with Ledger, Reports (Reports, Tax deduction, Cost analysis), Budgets, Financial and a Manage group (Categories, Vendors, Tags, Recurring). Expenses and income are available on every plan.

Logging an expense

• Name, amount, currency, dates, category, vendor, payment method (cash, card, bank transfer, check or other), tags, notes
• A tax rate or a tax amount, and a switch for tax deductible
• Billable, with a customer, if you want to pass the cost on

Categories and deductible percentage

• New workspaces get Travel, Meals, Office Supplies, Software, Marketing, Utilities, Professional Services and Other. Add your own under Manage → Categories.
• Each category has a Deductible % from 0 to 100 (100 by default). The tax report weights every expense by it. QuickBilling does not apply a country rule for you, so set the percentages yourself.

Approval workflow

• An expense starts as Draft. Submit sends it for approval as Submitted.
• An admin of the workspace approves or rejects it (with a reason). A rejected expense returns to Draft so it can be corrected and submitted again.
• Approved expenses are marked Paid when settled. Draft or Approved expenses can be voided.
• Bulk actions: submit, approve, reject or void several at once
• Every member of a workspace has admin rights today, so every member can approve

Receipts and attachments

• Attach up to 10 files per expense, 10 MB each: images, PDF, TXT or CSV
• The receipt upload accepts JPEG, PNG, WebP or PDF up to 10 MB
• Storage is counted per workspace: 10 MB on Free, 50 MB on Premium and 100 MB on Unlimited
• In the in-app assistant, attach up to 5 photos or PDFs to a message. It reads the vendor, date, amount and tax, and one approval creates the expense and attaches the file. Files sent in the chat are kept for 24 hours and do not count toward storage

Budgets (Expenses → Budgets)

• Set an amount per workspace, category, customer or vendor, for a month, quarter, year or a custom range
• The alert threshold is 80% by default. Spend counts approved and paid expenses.

Recurring expenses

• Manage → Recurring creates expenses weekly, monthly, quarterly or yearly. You choose their starting status.

Billable expenses

• In an invoice, add approved or paid billable expenses with the linked expenses section. Each becomes a line, and the expense is marked as invoiced. Estimates cannot link expenses.

Income (Finance → Income)

• Record salary, interest, dividends and other income. It appears as other income in profit and loss and cash flow.

Currencies

• Expenses and income can use 41 currencies. Reports convert to the workspace Default Currency, and each converted report shows the exchange-rate date and source it used. For planning only.

REST API (Unlimited plan, see the API Reference)

• GET/POST /expenses, GET/PUT/DELETE /expenses/:id, PATCH /expenses/:id/submit, approve, reject, pay and void
• GET /expenses/reports/summary, trends, cost-analysis, spend and tax-deductible
• GET/POST /expenses/categories, /expenses/vendors, /expenses/tags and /expenses/recurring-rules
• GET/POST/PUT/DELETE /budgets and GET /budgets/spend-vs-budget
• GET/POST /income and GET /income/summary
• GET /overview/workspace/financial, /financial/cash-flow and /financial/by-customer

Overview (Overview → Overview)

• Totals across all your workspaces in your preferred currency
• Owed to you: the invoices you have sent that are not paid yet, with a total per currency, oldest overdue first, for the current workspace. Each row has Send reminder and Mark paid, which asks you to confirm.

Analytics (Reports → Analytics)

• Revenue and invoice status for the current workspace over a date range, with Export CSV

Financial (Reports → Financial)

• Tabs Summary, By customer and Cash flow, with revenue, expenses, other income, net income and margin
• The Basis list switches profit and loss between Cash (paid dates) and Accrual (issue and incurred dates). Cash flow is always on a cash basis.
• By customer shows revenue, expenses, net and margin for each customer
• Receivables and approved but unpaid expenses give you a net position

Expense reports (Finance → Expenses → Reports)

• Reports: spend summary and monthly trends
• Tax deduction: a yearly report on a cash or accrual basis, weighted by each category's deductible percentage, with receipt coverage
• Cost analysis: spend by category, customer, vendor, month or payment method
• Most reports have Export CSV. Reports convert to your workspace Default Currency.

Notifications (bell in the sidebar)

• The bell shows your unread count and opens a panel with All and Unread tabs. You can mark one notification or all of them as read.
• You are notified in the app when an invoice is viewed, marked paid, rejected or overdue, when a customer says an invoice is paid, when an estimate is viewed, accepted or declined, when a recurring invoice is created, when an expense is submitted, approved or rejected, when a teammate joins and when you reach a plan limit.

Workspaces

• Create and switch workspaces under Settings → Workspaces or with the workspace menu in the sidebar
• Free and Premium include 1 workspace, Unlimited has no limit
• If you downgrade, workspaces beyond your plan are locked. Nothing is deleted, and they open again after you upgrade.

Inviting team members

1. Open Workspace Settings → Team
2. Click Invite Team Member and enter their email
3. Under Pending Invitations you can resend or cancel it. An invitation is valid for 7 days.
4. They accept from the email link or from Settings → Invitations

• Team members per workspace: none on Free, 2 on Premium, unlimited on Unlimited

Roles

• The person who creates a workspace is its owner. Only the owner can delete it, and the owner cannot leave it.
• Invited members get full admin access to the workspace: all data, expense approvals, team management and API keys
• Members can use Leave workspace. Delete workspace is in the danger zone of Workspace Settings.

The assistant is a chat panel inside the app, included on every plan with a daily message limit: 30 on Free, 500 on Premium, 1,000 on Unlimited. When you reach the limit you can upgrade or add your own API key.

Opening it

• Overview → Assistant in the sidebar, or the assistant button on any page
• It knows the page or record you have open, such as the invoice you are editing

What it can do

• Look things up: overdue invoices, spend by category, profit and loss, a customer's balance
• Prepare invoices, expenses, customers, budgets and other records. It works through the same app permissions and plan limits you have.
• Take you to the right page
• Answer in English, German, French or Spanish

Approvals

• Looking things up and adding new records run right away
• Edits, deletions, status changes, bulk actions and anything that emails a customer or creates a public link show an Approve or Decline card first

Daily limit and your own key

• One message is one request you send. The limit is counted per person and resets at midnight UTC.
• Add your own Anthropic, Gemini, OpenAI or OpenRouter API key under Settings → Account → AI providers and the daily limit no longer applies to you. The key is encrypted when it is stored and never shown again, your provider bills the usage, and keys apply to your account only.

History

• Conversations are saved per workspace. You can reopen, rename or delete them.
• The assistant is available in the web app only. QuickBilling REST API keys do not work with it.

Data security

• All connections use HTTPS, and our database and storage providers encrypt stored data at rest
• Sign in with email and password or with Google. Passwords are stored hashed.
• Every request is checked against your workspace and role, and sign-in, password reset and share-link requests are rate limited

API keys

• Create keys in Workspace Settings → API Keys (Unlimited plan)
• Keys are stored hashed with an encrypted copy, so you can reveal one again. Revoke a key at any time.
• Keep keys confidential and never put them in client-side code

Share links

• A share link is an unguessable address. Revoke it to stop access.

Best practices

• Use a strong, unique password
• Review the privacy policy for what we collect and who processes it

Plans (prices in US dollars, 10% off when you pay yearly)

• Free: $0. 1 workspace, up to 5 customers, unlimited invoices and estimates sent by email or link, you only, basic link tracking, QuickBilling header on share pages, two templates (Studio and Classic US Professional), 30 assistant messages a day.
• Premium: $15 a month or $162 a year. 1 workspace, unlimited customers, 2 team members, detailed link tracking, your own branding, all 14 templates and templates of your own, the in-app assistant with 500 messages a day.
• Unlimited: $30 a month or $324 a year. Unlimited workspaces, customers and team members, plus REST API keys and 1,000 in-app assistant messages a day.
• Invoices, estimates, recurring invoices, expenses, income and the MCP server are included on every plan. Sending invoices and estimates by email or link has no monthly limit on any plan; email sending has a daily limit on each plan to protect deliverability.

Managing your subscription

1. Open Subscription in the sidebar (or Settings → Subscription)
2. See your plan and usage, and upgrade or downgrade
3. Pay by card through Stripe Checkout. Update your card, see invoices and cancel in the Stripe customer portal.

Good to know

• Cancelling stops future charges and you keep paid features until the period ends, then the account moves to Free with your data kept
• Hitting a limit only blocks adding more of that item, such as a sixth customer on Free.

Data export (GDPR)

• Go to Settings → Account → Profile and click Export my data
• You get one JSON file with your profile, workspaces, billing profiles, customers, invoices with line items, memberships and API key details (without the secrets)
• Expenses and income are not in that file. Use Export CSV on those pages and in the reports.

Account deletion

• Go to Settings → Account → Danger Zone → Delete Account
• A preview shows what will be removed. Type DELETE MY ACCOUNT to confirm.
• It permanently deletes the workspaces you own with their data, your API keys and stored files, and removes you from workspaces owned by others
• Cancel a paid subscription first in the Stripe customer portal

Language

• Settings → Account → Profile → Language sets the app language (English, German, French or Spanish). Invoices have their own document language.

REST API

QuickBilling has a REST API with an OpenAPI description. API keys are part of the Unlimited plan.

Base URL: https://app.quickbilling.io/api

Authentication: Authorization: Bearer YOUR_API_KEY. API keys are tied to one workspace, so X-Workspace-Id is usually not needed.

Creating a key

1. Open Workspace Settings → API Keys (Unlimited plan)
2. Click Create Key and give it a name
3. Copy the key. You can reveal it again later, and Revoke it at any time.

• Keys made in the app have full access. When you create a key through the API you can limit it with scopes such as invoices:read, invoices:write, expenses:read, expenses:write, income:read, customers:read, overview:read, or the global read and write.
• Keys do not expire on their own. There are no outgoing webhooks.

Core endpoints

• /invoices: invoices and estimates, share links, activity, analytics, line item order, recurring rules (/invoices/recurring-rules), convert to invoice
• /customers, /profiles (billing profiles), /items (item library)
• /templates and /color-palettes
• /send-invoice: email an invoice
• /expenses, /budgets, /income and /overview: expenses, budgets, income and financial reports
• /auth/workspaces: workspaces, members, invitations and API keys
• /subscriptions: plans and usage

MCP (AI assistants)

QuickBilling runs a hosted remote MCP server so MCP clients can create invoices, log expenses and pull reports from chat. It is available on every plan and you sign in with your QuickBilling account.

MCP setup

1. Add https://mcp.quickbilling.io/mcp as a remote MCP server in your MCP client
2. Sign in with your QuickBilling account when the client asks you to authorise the connection
3. If you have several workspaces, ask the assistant to list them and pick one
4. Ask your assistant to create an invoice, log an expense or run a report

Full MCP guide: https://quickbilling.io/docs/mcp

The server exposes 149 tools: invoices and estimates, recurring invoices, customers, billing profiles and items, templates, expenses, budgets, income, projects, reports, notifications and workspaces.

Q: How much does QuickBilling cost?

A: Free costs nothing. Premium is $15 a month and Unlimited is $30 a month, with 10% off when you pay yearly.

Q: Can I cancel my subscription anytime?

A: Yes, from Subscription in the app or in the Stripe customer portal. You keep paid features until the end of the period.

Q: Do you offer refunds?

A: Contact us if you have issues. The refund policy has the details.

Q: How do my customers pay me?

A: Add bank transfer details or payment links (PayPal and others) to your billing profile. They appear on the invoice, the share page and the PDF. Card payments from the invoice link are coming soon.

Q: Can I send recurring invoices automatically?

A: QuickBilling creates each recurring invoice as a draft on your schedule. You review and send it yourself.

Q: Can I export my data?

A: Yes. Settings → Account → Profile → Export my data gives you a JSON file, and invoice lists, customer statements, income and reports export to CSV.

Q: Is my data secure?

A: Connections use HTTPS, stored data is encrypted at rest and every request is checked against your role in the workspace.

Q: How do I contact support?

A: Email info@quickbilling.io or visit quickbilling.io/contact.