Common questions about InvoQuill.

InvoQuill is an iPhone and iPad app for sole traders and small, owner-run businesses, with a companion app for Apple Watch. It keeps customers, work, photos, costs, reports, quotes and invoices together, whether you organise the day around projects, field jobs, bookings, orders or deliveries.

iOS 18 or later, on an iPhone or iPad. There is an Apple Watch app as well. Two things ask for more than that. Writing down a conversation as it is spoken needs iOS 26 or later and a phone whose hardware can do it, and writing that conversation up as a note needs Apple Intelligence to be supported and switched on. If your phone cannot write down speech at all, you type what was said instead, and the record, the job and the report work exactly the same.

InvoQuill has 15 optional starting categories for professional services, field work, appointments, orders and deliveries. See the complete trade and service list.

Your choice changes the suggested document types, work stages, labels, prompts and catalogue items. It also decides which of the 36 ready-made document designs are put in front of you first, since two or three of them are tuned to each kind of business. It is a starting setup rather than something you are stuck with, and you can change any of it afterwards. One thing does follow from it: arrival alerts, and the place recorded when you start and finish work, are offered for kinds of work that happen at a customer’s address. Where the work is a session, an appointment, an order or a piece of consultancy, the app records the time and the status and asks nothing about where you were.

No. InvoQuill helps you keep records and prepare documents and reports. It does not replace regulated certificates, permits or contracts. It does not submit VAT or Making Tax Digital returns, and it files nothing for any other tax scheme. It does not provide accounting, tax or legal advice.

Yes, and it is better to know now than when a customer does. While no subscription is running, every PDF InvoQuill makes carries a repeated "Created with InvoQuill" mark across every page. That covers issued documents, drafts, design previews and reports alike. The app draws it in its own grey, so it cannot be removed by editing a design. It goes as soon as a subscription is running, a free week included, and it goes from the documents you made earlier as well.

You lose nothing you have already done. Every record stays, you can still open and read all of it, and you will still be told when an invoice is late. Sending an issued document out again, or saving anything as a file, needs Pro. Restoring a backup always works, subscribed or not.

There is one plan, billed monthly through the App Store, with no tiers to choose between. In the United Kingdom it is £4.99 a month. The App Store shows your own price in your own currency on the purchase screen before you buy anything. You cancel whenever you like from your own Apple Account. There is no separate InvoQuill account, and no card details for us to hold.

No. Apple decides whether an introductory offer is available to each Apple Account. Where it is offered it is one free week. Before you subscribe, the purchase screen shows the current price, billing period and any offer available to you.

You can use the main workspace and work on drafts without a connection. iCloud sync, purchase checks and services outside the app need internet access. Avoid issuing the next number in the same document series on two offline devices because both could choose the same number before they sync.

On the App Store, for iPhone and iPad. The Apple Watch app comes with it.

Your working records are kept on your device. Private iCloud sync is automatic, and costs nothing extra: supported records are kept in the private iCloud database of the Apple Account signed in on that device, which is how your iPhone and iPad stay in step. There is nothing to turn on. Sign in to a different Apple Account and the two workspaces stay entirely separate, and nothing is ever merged. You do not need a separate InvoQuill account, because there is no InvoQuill account.

No. Sync mirrors changes across supported devices, deletion included, so it is not a fixed recovery point. Create and verify a separate backup in Files. Making a backup is part of Pro; restoring one always works, whether or not you are subscribed. You can put a passphrase on a backup, and without it nobody can open it, ourselves included. The sync and backup guide explains both.

The sound stays on the phone that made it. It never goes to iCloud and it is kept out of your device backup, so only the written words and the note reach your other devices. You choose how long the sound is kept, from a week up to for good, and when the time is up it deletes itself while the words and the note stay. Change your mind and the new setting applies to the recordings you already have. Delete a conversation and its recording goes with it, on the spot.

Your workspace is never sent to an InvoQuill server, because there is no InvoQuill server. The app carries no advertising, no behavioural analytics, no trackers and no third-party code. Information leaves the app only when you choose to use an Apple service, Mail, Files, Calendar, a payment link, another app or a recipient.

You choose which linked documents, mileage, photo groups, recorded events and conversations appear. Dates and coordinates appear only when they were saved with the photo or captured with permission. You also choose the photo quality before creating the PDF. See the job report guide for the complete steps.

The feature is called What was said. It records a conversation on a job and writes the words down on the phone as they are spoken. When you stop, the app writes the conversation up on its own: what it came to, what was settled, what happens next and what is still open. Prices, dates and reference numbers are lifted word for word out of what was said, and nothing reaches the note that was not in the room. If the phone missed anything, because a call came in or the headset dropped out, the note says where and for how long instead of quietly closing the gap. Every word is kept beside the note, and you can edit any line of it before it goes anywhere near a customer. Recording a conversation is part of Pro, and the sound itself never leaves the phone.

Only what you decide. For each business you choose what a report may carry: the written-up note, the dates and figures as well, or everything that was said. A new business starts with the note only. Nothing from a conversation reaches a report until you have read it and approved it, and the recording itself is never handed over.

Smart Mileage is optional. With the required permissions, it can prepare a journey after you check in and drive away. It waits until the phone can tell you are actually driving, so walking off never starts a trip. Every suggested journey arrives as a draft that is yours to check, edit, save or discard, and the rate per mile is always your own figure. You can switch it off entirely and tap Start Trip instead. See Support if a journey is missing or inaccurate.

No. The payment provider handles the transaction. Check your bank or provider, then record the payment only after you know the money arrived.

Bank matching, which is part of Pro, suggests possible invoice matches and changes nothing until you approve one, one at a time. It matches on the reference, not the amount, so two customers paying the same figure are never mixed up. Scheduled email creates a local reminder and never sends unattended. A repeating invoice can either wait as a draft for you to look over or issue itself on the day, and that is your choice on each schedule. The drafts are prepared whether or not you subscribe, but nothing is issued on its own without Pro.

Only what you have set it up to do. Switch on arrival alerts and it can notice when you pull up at an address where you have work booked, and offer to check you in. Nothing is recorded unless you tap Check In. It waits four minutes before saying anything, so driving past the end of the road never sets it off, and it says nothing about the place you work from, because you are always there. There is also a notification in the morning, at half past seven or whatever time you set, telling you what is late, what is due and what is booked in. It says numbers, never names, so nobody reading your Lock Screen learns who owes you money, and if nothing needs your attention none arrives. And a repeating invoice you have set to issue itself goes out on the day without you opening the app.

Its main job is writing up a conversation you recorded on a job, and it can also suggest wording or a category. The words are written down on the phone and the note is written on the phone, so nothing is sent away to be processed. It needs a compatible device running iOS or iPadOS 26 or later, with Apple Intelligence switched on and its on-device model ready. If your phone can write the words down but not the note, you still get every word and you write the note yourself, and everything after that works the same. Core InvoQuill tasks do not need Apple Intelligence at all.

There are ten things you can say without setting anything up first, among them recording a cost, logging a trip, asking what you are owed, and starting or finishing work. Start Work and Finish Work do record a start and a finish without opening the app, because those are your own private times rather than anything a customer sees. Asking for a new invoice opens the draft on screen, so you see every figure before it becomes a real document. Siri will never issue a document, send anything to a customer or move a penny: issuing, sending and recording a payment always happen in the app, in front of you. Nothing Siri does works on a locked phone. Touch and hold the app icon for New Invoice, Add Expense, Start Work or Review Today.

A Home Screen widget shows what you are owed, what is overdue and what you have been paid this year, in every size iOS offers, and there are Lock Screen versions too. It shows totals only, never a customer's name or an invoice number, because a Home Screen can be read without unlocking, and it tells you how old its figures are. While you are checked in to a job or recording a drive, a live card on your Lock Screen keeps counting whether or not the app is open; if you have set a passcode on the app, that card goes generic and the customer's name does not appear. Your Apple Watch shows the same totals, and can record a conversation for your iPhone to write up next time you open it. Lock the app on your phone and the figures disappear from your wrist too. The widgets, the Lock Screen figures and the watch are part of Pro.