Invoices

Bill your customers from your phone, and see at a glance who still owes you.

Not signed up, or helping a mate who isn't? The free invoice maker makes a one-off invoice and saves it as a PDF, with no sign-up. It remembers your details on that phone only, and nothing is sent to us. It doesn't keep your customers, count your invoice numbers or send a link: that's what Kev's invoices are for.

Made an invoice on the invoice maker, then signed up on the same phone? The first time you open New invoice, Kev asks "Bring in the invoice you made?". Tap Bring it in and its lines and note fill the form for you to check; pick or add the customer, then save. Tap Not now and Kev won't ask about that invoice again. Nothing is saved until you press save.

Set up once

Go to Settings > Invoices and fill in:

• Your details on invoices: business name, your name, address, email, phone and VAT number (if you're VAT registered).
• How you get paid: account name, sort code and account number. These print on every invoice.
• Payment terms: how many days customers have to pay.
• Invoice numbers: a prefix such as INV- and the number to start from. Kev counts up from there.
• Quotes: the same for quote numbers, and how long quotes stay open. See Quotes.
• Payment reminders (Kev Pro): leave this ticked and Kev chases late payers for you. See Payment reminders.
• "Sent with Our Kev": a small line at the bottom of your invoices and quotes, linked to your refer-a-mate link. Kev Pro can tick the box to leave it off.

Add a customer

Open the Invoices tab, tap Clients, then Add a client. Add their name, email and address.

Changing a client's details later won't change invoices you've already made. If you stop working for someone, tap Archive client to hide them.

Working as a CIS subcontractor

If the client is a builder or contractor who takes CIS (Construction Industry Scheme) tax off what they pay you, pick their rate under Construction Industry Scheme (CIS) on the client:

• 20% if you're registered for CIS
• 30% if you're not registered
• 0% if you have gross payment status

Then on their invoices:

• Each line has a Materials (no CIS taken off) tickbox. Tick it for materials you bought for the job. CIS only comes off labour, never materials or VAT.
• Under the total, Kev shows the CIS taken off and You'll be paid: the amount the contractor will actually send you.
• The invoice your client sees shows labour, materials, the CIS deduction and the amount due. The link, emails and reminders all use the amount due.

When you mark a CIS invoice paid, Kev counts the full invoice as income and the CIS as tax you've already paid, so Put aside for tax goes down by that much. Check the figures against the monthly CIS statements your contractors send you. CIS is on the free plan.

The client's rate is copied onto an invoice when you save it, so changing the rate later only affects new and draft invoices.

Make an invoice

Already sent a quote? Tap Turn into invoice on it instead. See Quotes.

1. On the Invoices tab, tap New invoice.
2. Choose the client.
3. Add a line for each piece of work or materials: description, quantity, price and VAT rate. Kev adds up the totals.
4. Tap Save draft.

Leave the invoice number blank and Kev uses the next one in your sequence.

Working on a job? Tap New invoice on the job's page and the invoice goes into the job. With Kev Pro, Invoice this job fills in the hours and costs for you. You can also pick the job on any invoice's page. See Jobs.

Send it

Open the invoice and tap Mark as sent. Then get it to your customer in whichever way suits you:

• Email client: your email app opens with the message written for you, including a link to the invoice. Just press send.
• Share link: send the link by text, WhatsApp or anything else. On a computer, Kev copies it so you can paste it.
• Print or save PDF: save it as a PDF to your phone, or print it.

The link opens the invoice on your customer's phone, with your bank details and how much is due. They don't need an account. The page says when it's overdue and, once you mark it paid, says "Paid, thank you".

Once it's sent, you can no longer edit it. If you spot a mistake, tap Back to draft, fix it, and send it again. The link stays the same. While it's a draft, the link shows "This invoice isn't available".

Getting paid

• When the money arrives, open the invoice and tap Mark as paid.
• A sent invoice past its due date shows as Overdue, so you know who to chase.
• If an invoice was a mistake or the job fell through, tap Void invoice. It stays on record but no longer counts as owed. This can't be undone. Anyone opening the link sees that it was cancelled.

Payment reminders

With Kev Pro or Kev Team, Kev emails your customer a polite reminder with a link to the invoice if it's still unpaid:

• 7 days after the due date, and
• again 14 days after the due date.

That's it: two reminders at most, and only while the invoice is marked sent. Mark it paid and the reminders stop. The email comes from "Your business name via Our Kev", and if your customer replies it goes to the business email in Settings > Invoices. The invoice page shows how many reminders Kev has sent.

Reminders need the client's email address on the invoice. Kev doesn't chase invoices more than 60 days overdue. To stop them, untick Email clients when an invoice is overdue in Settings > Invoices.

How many invoices can I make?

The count resets on the 1st of each month.