How to use InvoQuill

1. Complete your business setup.Check your business type, country, currency, tax status and the address you want on customer documents. You can add your branding and choose document numbering later in Settings.
2. Add the customer.Enter their details yourself or choose them from Apple Contacts. Check the information and any possible duplicate before saving.
3. Add their addresses.Give each address a clear name of your own, enter the full postal address and choose whether it is a billing address, a work site or both.
4. Choose the right address for each job.Select the correct billing address and work address without changing the customer’s other saved addresses.
5. Set useful defaults.Choose a usual currency and payment terms if you want them filled in automatically. Changes only apply to new documents, not ones you have already issued.

A job report only includes information linked to that job, so check that your photos, documents and mileage are attached to the right record.

1. Add and label your photos.Use Take Photo or Choose Photos. You can leave a photo ungrouped or label it Before, During or After. Add a short caption when it will help the reader.
2. Check the date and location.A photo can only show the time and location that were saved with it, or a location captured with your permission. Remove or correct any label that is not right.
3. Open the job report.Check the job summary, linked documents, mileage, photo groups and activity for this job.
4. Choose what to include.Use the Recorded Evidence options to show or hide sections in this PDF. Your saved job information will not be changed. If you recorded what was said on this job, nothing from it reaches the report until you have read it and approved it, and you choose whether the report carries the note, the figures too, or every word.
5. Choose the photo quality.Select Low, Medium or High. High uses the best detail available in the saved photo, but it cannot restore detail that was already lost.
6. Decide whether to show coordinates.This option only shows or hides coordinates that are already saved. It does not start location tracking or remove anything from the job.
7. Preview the whole PDF.Check the photos, captions, dates, locations, work address and linked records before you print or share it. Reading the preview is free. Printing a job report or sending it out is part of InvoQuill Pro, and until you start your free week every page carries a repeated “Created with InvoQuill” mark.

Set your mileage rate

1. Enter the rate for one mile.For example, enter 0.45 for 45p per mile. You can use a full stop or comma as the decimal separator.
2. Check the amount.Make sure the trip shows £0.45 rather than £45 before you save it.
3. Review the journey.Check the purpose, date, start, destination, distance, rate, currency and any linked job. You can save, edit or discard it.

1. Create the quote.Choose the customer, add saved items or type each line yourself, then check the description, quantity, unit price, discount and tax.
2. Or import somebody else’s quotation.It has to be a PDF with real text in it. A scan or a photograph of a quotation is refused, and so is a password-locked file. InvoQuill takes every line and its price out of the PDF, adds them up and checks the total against the one printed on the quotation, then shows you the lot before anything is saved. Compare the detail with the original, choose which lines to keep, and only then press Import.
3. Link it to the right work.Check the customer and job before linking them. For an imported quotation, mark which items are complete before creating an invoice for the work that is ready to bill.
4. Prepare the invoice draft.Check the job and the items you are billing. If you want to take payment online, add your own Stripe, PayPal, Square, SumUp or GoCardless link under Online Payment, starting with https://. The invoice then carries a QR code your customer can scan and a button they can tap. A PayPal link carries the exact amount owed and a Stripe link carries your invoice number as the reference. Links are checked before they are ever printed: secure addresses only, and a lookalike address is refused outright.
5. Preview, then issue.Read the whole PDF before issuing it. Once issued, it receives its final number, and that number will not be reused. You need InvoQuill Pro to issue a document, and to print it, email it, text it or share it.
6. Make sure the payment arrived.A payment link or QR code does not prove that you have been paid. Matching your bank is part of InvoQuill Pro. Nothing is ever marked paid behind your back: every match is a suggestion you confirm one at a time, so check the amount, the reference and the customer.
7. Record the payment and create a receipt.Only approve a match when the bank transaction belongs to that invoice. Recording that a customer paid you is free either way; a receipt is a numbered document, so raising one is part of InvoQuill Pro. Create the receipt from the saved payment so you do not have to enter the amount again.

1. Choose the right report.There are nineteen, grouped the way you would ask for them: money in and out, work, tax, registers, who owes you, and planning. Pick the one for the information you need, such as jobs, sales, payments, unpaid invoices, expenses, cash movement or tax figures.
2. Choose the dates and filters.Run it over your financial year, a quarter, a month or any two dates you pick, then narrow the results by customer, job, status, category or currency where those options are available. InvoQuill never converts one currency into another and never adds them together, so read any note about what has been left out of a total.
3. Check the entries and totals.A report reads what was on the document you issued rather than working the figures out again, so a total cannot quietly drift away from the paperwork your customer has. If something still does not look right, open the relevant job, invoice, payment or expense and check the original record.
4. Choose a file format.Six to choose from: PDF, CSV or other delimited text, XLSX, JSON, XML, or a UBL 2.1 invoice file. Check the formatting options before exporting — separator, decimal mark, date style, encoding and column names can all be set to match whatever your accountant uses — and save the combination as a preset if you will want it again next quarter.
5. Preview and share.Reading a report on screen is free. Saving it as a file, printing it or sending it out is part of InvoQuill Pro, and a PDF carries the “Created with InvoQuill” mark until you start your free week. Check the number of entries and make sure you are using the right business before saving or sending the exported file.

1. Use iCloud to keep supported devices up to date.iCloud sync copies changes, including deletions, between your devices. It does not create an InvoQuill folder in iCloud Drive.
2. Make a separate, verified backup.Do this before reinstalling the app, changing Apple Accounts or making a major change to your workspace.
3. Check a backup before restoring it.Review the backup before choosing Merge or Replace. Replace keeps issued documents, used numbers and audit records, and InvoQuill creates a safety copy first.
4. Use App Lock if you need it.Your InvoQuill passcode can contain three to six characters and stops casual access to the app. It does not encrypt the database or use Face ID. Keep the passcode safe because support cannot recover it.

This guide covers Today, Siri and Shortcuts. What was said — which writes a conversation down and then writes it up for you — has a guide of its own below.

1. Open the business you want to use.Apple features work with the business currently open in InvoQuill.
2. Start in Today, Siri or Shortcuts.Ask what needs attention, open a saved record or prepare a new entry. There are ten things you can say to Siri with nothing to set up first: record a cost, start work, finish work, log a trip, draft an invoice, ask what you are owed.
3. Use the icon and your own shortcuts.Touch and hold the InvoQuill icon for New Invoice, Add Expense, Start Work or Review Today. A shortcut you save never keeps a customer’s name in its title, so nothing lingers on your Home Screen after you lock the app.
4. Read the suggestion.Change any generated description, category or message wording if it is not right. When Apple Intelligence is unavailable, InvoQuill uses a simpler built-in result where one exists.
5. Finish the parts that have to be yours.Issuing or sending a document, recording a payment and starting location recording still need confirming in the app. Starting and finishing work is different: say it to Siri and the time goes straight onto the job, which is the point of being able to clock off with both hands full. Asking for a new invoice opens the draft on screen, so you see every figure before it becomes a real document.

The words are written down on the phone itself, and the note is written on the phone as well, so nothing is sent away to be processed. Recording what was said is part of InvoQuill Pro, whether the phone hears it or you type it in yourself.

1. Check what your phone can do.InvoQuill tells you which of three things you have before you start: it writes the words down and picks out what matters, it writes the words down only, or it cannot listen and you type the words yourself. Writing speech down needs iOS 26 and a handset able to do it; writing the note needs Apple Intelligence switched on.
2. Set the language you will be speaking.Not just the one the phone is set to. The language pack is downloaded to the device when you choose it, so set it before you are somewhere with no signal.
3. Start recording, and stay on the screen.InvoQuill does not listen in the background. The screen is kept awake while you record, and Stop is the way off it — Stop always keeps every word heard so far. A live meter shows the level in the room, so flat bars while somebody is talking tell you the phone is in a pocket or the headset has dropped out.
4. Read what it wrote.When you stop, the phone writes the conversation up on its own: what it came to, what was settled, what happens next and what is still open. Nothing reaches the note that was not said in the room. Prices, dates and reference numbers are lifted out word for word, and a price somebody turned down stays turned down. It never guesses who said what, because a recording does not reliably show whose voice was whose.
5. Look at the gaps.If a call came in or the headphones came out, the transcript says how many seconds were missed, when, and why, and the note carries the same warning. Fill those parts in yourself rather than assuming there was nothing in them.
6. Edit the note before anyone else sees it.Change any line of it. You can also choose how much the note keeps: only what was settled, the usual middle, or the full picture. Every word stays beside the note either way, for the day somebody disputes it.
7. Decide how long the sound is kept.A week, three weeks, a year, or for good — three weeks to begin with. Change your mind and it applies to the recordings you already have, so choosing “for good” on Tuesday rescues Monday’s. When the time is up the sound deletes itself; the words and the note stay.
8. Choose what a customer’s report may carry.Just the note, the figures too, or everything that was said. A new business starts with the note only, and nothing from a conversation reaches a report until you have read it and approved it.

1. Add the widget.It shows totals only — never a customer’s name and never a document number — because a Home Screen can be read without unlocking. It tells you how old its figures are, so you never have to wonder whether you are looking at this morning or last Tuesday. When money is overdue, iOS brings it to the front of your Smart Stack.
2. Set the time of the morning notification.It says numbers, never names, so nobody reading your Lock Screen learns who owes you money. Tap it and it opens the exact invoice it just told you about, not the front door. Switch on the calendar option and it can also count what else is on your own iPhone calendar that day; InvoQuill reads your calendar only if you ask it to, and never writes anything into it.
3. Switch on arrival alerts if you want them.It waits four minutes before saying anything, so driving past the end of the road never sets it off, and it says nothing about your own workshop or office, because that is where you always are. Nothing is recorded behind your back: it offers, you decide. Ignore two in a day and it stops for the day.
4. Let it close a job you drove away from.Leave a job you never checked out of and it offers to finish it at the time you left, rather than the time you finally remember. It records the time you arrived, too, so carrying your kit in first costs you nothing.
5. Check the live card on your Lock Screen.Checked in to a job, it counts the hours whether or not the app is running. Recording a drive, it shows the miles and what they are worth. With App Lock on, the card goes generic: the timer keeps running and the customer’s name does not appear.