Invoices
- Free
- Solo
- Team
Once you connect an AI app to Kiaro, you can ask it about your invoices and unbilled time, and have it prepare drafts for you. It works with the same invoices you see on the Invoices page, as you, and follows the same rules. Anything that emails your client, gives an invoice its number, changes whether it is paid, voids it or deletes it waits for your approval.
What you can ask
| You say | What happens |
|---|---|
| ”What’s overdue, and how much is still owed?” | Lists your overdue invoices with what is still owed on each, and their billed total per currency |
| ”How much unbilled time do I have for Acme?” | Shows Acme’s unbilled time per project, with its value at your hourly rates |
| ”Bill Acme for their unbilled September time” | Creates a draft invoice from that time |
| ”Draft an invoice for Northwind: 3 days of workshop facilitation at 1,200 a day” | Creates a draft invoice with that line |
| ”Invoice the design milestone on the Northwind project” | Creates a draft invoice for the completed milestone |
| ”Add a 10% discount to that draft” | Updates the draft |
| ”Send it” | Asks for your approval first |
| ”Remind everyone more than 30 days overdue, with a friendly note” | Asks for your approval for each reminder |
| ”Mark INV-2026-014 as paid, they paid by bank transfer” | Asks for your approval first |
| ”Void INV-2026-009, the amount was wrong” | Asks for your approval first |
What it can do straight away
- Read invoices. Filter by status, client, project or part of the invoice number. An invoice that is sent and past its due date counts as overdue. Each invoice’s amounts are in its own currency. Totals are given per currency and are never added up across currencies. They add up the invoiced amounts, not what is still owed: for a part-paid invoice, your AI app reads the amount still owed on that invoice. Voided invoices are left out of the totals unless you ask for voided invoices. Your AI app can also read the lines, notes, tax and payment dates of each invoice.
- See unbilled time. Finished time that is not on an invoice yet, per project, with its value: billable hours at the project’s hourly rate, rounded per task the same way the invoice will be. A running timer is not included. Filter by client, project or dates in your timezone.
- Create a draft from lines you describe. The currency comes from the client and can’t change later. Tax, issue date and due date follow the client’s and your workspace’s settings unless you say otherwise. Notes start from your Default notes unless your AI app writes its own.
- Create a draft from unbilled time. One line per task, at the project’s hourly rate. Your AI app can bill all unbilled billable time for a client (optionally for one project or a date range), or a list of time entries it picked. A list is billed all or nothing: if any entry in it is already invoiced, still running or not found, nothing is billed and your AI app is told to check again. The billed entries are marked invoiced.
- Create a draft from a completed milestone. One line with the milestone’s name and amount. Kiaro refuses if it would take the project’s invoiced total over its budget.
- Edit a draft. Change the client, project, lines, tax, discount, dates, notes or bank account. The currency stays the same. Only drafts can be edited this way.
Drafts have no number. An invoice gets the next number in your sequence when it is sent or finalized.
Actions that need your approval
These never happen straight away. Your AI app gives you a link; open it in Kiaro, check the details, then approve or reject it. See Approvals.
| Action | What you see before approving |
|---|---|
| Send an invoice | Who it goes to, the amount, the email subject and message, the due date, the invoice number and, if you have one connected, the accounting app it syncs to |
| Send a payment reminder | Who it goes to, the amount still due, the subject, the due date, how many reminders were sent before and any personal note |
| Finalize without emailing | The amount, that it gets the next number in your sequence, that no email is sent and, if you have one connected, the accounting app it syncs to |
| Mark as paid | The amount and the status change, and a note if a card payment link was created for it (marking it paid doesn’t close that link). It is recorded as paid on the day you approve. |
| Void an invoice | The amount, the reason, the time entries and milestones that become billable again and, if you have one connected, the accounting app it is voided in |
| Delete a draft | The amount, the number of lines, and the time entries, milestones or retainer period that become billable again |
Creating and editing drafts is the only invoice work that happens without your approval.
If the invoice changes after your AI app asked, for example someone edits it or the client pays it, Kiaro shows you the new details and asks again before anything runs.
Who receives emails
Invoices and reminders only go to your client’s contacts. By default they follow each contact’s Invoices setting on the client’s Contacts tab. Your AI app can choose other contacts of the same client for one send, but it can’t send to an address that is not one of that client’s contacts.
Your AI app can add or change contacts, though (see Clients, contacts and leads). So on the approval page, a recipient whose contact your AI app added is marked added by your AI app, and one whose email address, Invoices setting or primary contact flag it last changed is marked changed by your AI app. Check those addresses before you approve.
The rules your AI app follows
These are the same rules as in Kiaro:
- Sending and resending. Drafts, sent and overdue invoices can be emailed. Emailing a sent or overdue invoice again resends it with the number it already has; it never gets a new number. Paid and voided invoices can’t be sent.
- Reminders. Only for sent or overdue invoices. A personal note can be up to 500 characters.
- One email about an invoice at a time. While an invoice, or a reminder for it, is being emailed or finalized, your AI app can’t send, remind, finalize, edit, mark paid, void or delete it. Kiaro answers “This invoice is being sent right now. Try again in a minute.” The lock usually clears within seconds; if a send was interrupted part-way, it can last up to five minutes. Automatic reminders and scheduled sends follow the same rule, so two emails about one invoice don’t go out at the same moment.
- Finalizing. Only drafts can be finalized. It can’t be undone: an issued invoice can only be voided.
- Marking paid. Drafts, sent and overdue invoices can be marked paid. Voided invoices can’t. No email is sent and no money moves.
- Voiding. Sent, overdue and paid invoices can be voided, with a reason of 10 to 500 characters. A paid invoice with a card payment must be refunded in Kiaro first. Voiding needs the Owner or Admin role, the same as in Kiaro. Drafts are deleted instead.
- Size. An invoice can have up to 500 lines.
- Free plan clients. On the Free plan, invoices can’t be created for a client that is past, inactive or lost, or for a lead added on or after 17 June 2026 that you haven’t activated yet. Reactivate or activate the client first. Leads you already had before then are not affected.
Everything your AI app changes is recorded in your activity log as coming from the app.
What stays in Kiaro
Your AI app doesn’t do these. Do them on the invoice page in Kiaro:
- Schedule a send for later, or cancel a scheduled send
- Void and reissue in one step
- Change the notes, due date or billing details of a sent invoice (see Changing sent invoices)
- Make a reissued draft use the client’s current billing details
- Log that you followed up on a payment yourself
- See or change your invoice settings
- Refund a card payment
Your AI app never charges a card and never changes your Stripe, bank account or accounting connection settings. It writes any follow-up message itself; it doesn’t use Kiaro’s own AI to draft one.
Good to know
- Same rules as in Kiaro. Your AI app can only reach invoices, clients, projects, time and milestones in your workspace. Anything else is reported as not found.
- Automatic reminders keep running. Your automatic reminder schedule in Settings applies as usual. The reminder before the due date is only sent in the days before the invoice is due, never on the due date itself.
- Accounting sync. Sending, finalizing and voiding update your connected accounting app, the same as in Kiaro.