Everything you need to run your practice.
Kiaro follows the consulting lifecycle from first client to final invoice. Every feature below is included in every plan. The only differences between tiers are scale limits (clients, storage, team size) and AI command allowances.
Clients & CRM
Track every client relationship in one place. From first conversation to ongoing engagement, Kiaro keeps your client data organised and actionable.
- Client profiles with status, industry, value, and notes
- Multiple contacts per client with roles (Decision Maker, Finance, Technical, etc.)
- Primary contact used automatically for proposals and invoices
- Status pipeline: Lead, Active, Inactive, Past
- Client detail page with linked projects, invoices, contracts, and proposals
- Peek panel for quick inline editing without leaving the list
- Search, filter by status, and sort by name, revenue, or last activity
- Portal access toggle per client
- AI re-engagement email drafting for inactive clients
- CSV export
Projects & Tasks
Break work into projects and tasks. Track status, priority, due dates, and estimated hours. Switch between list and kanban views depending on how you think.
- Projects linked to clients with budget, hourly rate, and date range
- Kanban board with drag-and-drop status updates
- List view with filters by client, status, and search
- Tasks with status, priority, estimated hours, due date, and notes
- Quick-create task with the T keyboard shortcut from anywhere in the app
- One-click complete with undo
- Overdue task rescheduling (Tomorrow, Next Monday, Custom)
- Inline editing of status, priority, and due date in list view
- Peek panel for tasks with inline field editing
- Task kanban board with drag-and-drop between columns
- CSV export for both projects and tasks
Time Tracking
One-click timers, manual logging, and a weekly timesheet grid. Every minute is linked to a task and project so you always know what to bill.
- Global timer bar visible on every page
- Start/stop timer linked to any task
- Manual time entry with date, duration, and notes
- Weekly timesheet grid (tasks as rows, days as columns)
- Billable vs. non-billable tracking
- Time rounding (5, 6, 10, 15, or 30 minute increments)
- Time entry templates for recurring work
- Inline editing of duration, notes, and billable status
- Bulk operations: mark billable, mark non-billable, delete
- Summary cards: Hours This Week, Billable Hours, Billable Amount, Uninvoiced
- Filter by date range, client, project, or billable status
- Create invoice directly from uninvoiced time entries
- CSV export
Proposals
Create professional proposals that win work. Draft with AI, start from a template, or write from scratch. Send to clients and track acceptance through a branded portal.
- Three creation paths: AI generation, industry templates, or blank editor
- Five built-in templates: Consulting, Development, Design, Marketing, Strategy
- AI proposal drafting from scope description and budget
- Style guide injection so AI matches your writing voice
- Rich text editor with headings, lists, tables, and formatting
- Content Library: save reusable sections (About Us, Terms, etc.) and insert with one click
- Structured pricing table with line items, quantities, and unit prices
- Optional line items displayed separately from required pricing
- Expiration dates that block acceptance after the date passes
- Branded PDF export with cover page, accent colour, and logo
- Send to client via email with PDF attachment and portal link
- Resend with a fresh portal link
- Client portal: branded view, accept or decline with digital signature
- Acceptance record: signer name, timestamp, IP address
- Status flow: Draft, Sent, Viewed, Accepted, Declined
- Convert accepted proposal to a project with one click (budget carries over)
- Proposals tab on client and project detail pages
Contracts
Store contracts, track expiry dates, and run AI analysis before you sign. Upload the PDF and Kiaro extracts the text for review.
- Contract records with client, value, dates, payment terms, and file upload
- Status tracking: Draft, Sent, Signed, Expired
- Expiry indicators: red (<7 days), amber (<30 days)
- AI contract analysis: upload or paste contract text
- Risk summary with overall severity rating (Low, Medium, High)
- Gap analysis for missing or weak clauses
- Red flag identification for unfavourable terms
- Jurisdiction-aware analysis when locations are provided
- Actionable checklist generation for your lawyer
- Save analysed contract directly to Kiaro
- Copy analysis as markdown to share
- CSV export
Invoicing & Payments
Bill hourly or fixed price. Create invoices from tracked time or generate them from project milestones. Send via email with a branded PDF and payment link. Get paid through Stripe.
- Three billing types: hourly, fixed price, or mixed
- Milestone billing: define payment phases tied to project budget
- Generate invoices from completed milestones with one click
- Overbilling prevention: invoiced total cannot exceed project budget
- Create invoices manually with line items, tax, and notes
- Create invoices from uninvoiced billable time entries
- AI-generated line item descriptions from completed tasks
- Auto-incrementing invoice numbers with custom prefix
- Configurable tax rate, payment terms, and payment instructions
- Branded PDF generation with business info, logo, and line items
- Send invoice via email with PDF attachment and Stripe payment link
- Resend invoices and send manual reminders with personal notes
- Schedule invoice send for a future date and time
- Automatic overdue reminders with configurable schedule
- Mark as Paid manually or automatically via Stripe webhook
- Status flow: Draft, Sent, Overdue, Paid
- Copy payment link for sharing
- BCC owner on all client emails (optional)
- Custom email templates for invoice and overdue notifications
- Invoice aging indicators on the list page
- Summary cards: Outstanding, Overdue, Paid This Month
- CSV export
Deliverables
Track what you owe your clients. Attach files, set due dates, and move deliverables through a status workflow. Clients can download files through the portal.
- Deliverables linked to projects with status and due date
- File attachments (PDF, Word, images, up to 25 MB per file)
- Multiple files per deliverable
- Status workflow: Pending, In Review, Delivered, Approved
- Kanban board with drag-and-drop between status columns
- List view with filters by client and status
- Overdue indicators for past-due deliverables
- Files visible to clients in the portal when portal access is enabled
- CSV export
Client Portal
A branded, self-service hub where your clients track projects, download deliverables, review proposals, view contracts, and pay invoices. No account needed. One magic link and they are in.
- Portal dashboard with overview of projects, invoices, proposals, contracts, and recent activity
- Passwordless magic link authentication (no client accounts to manage)
- Granular visibility controls: choose exactly which sections each client can see
- Project tracking with status, timeline, and deliverable progress
- Deliverable downloads with PDF preview and status indicators
- Proposal viewing with accept or decline (with digital signature and audit trail)
- Contract viewing with signed document downloads
- Invoice viewing with PDF download and online payment via Stripe
- Activity feed showing recent events for the client
- Branded with your logo and accent colour
- White-label portal on Pro and Agency plans (no Kiaro branding)
- Portal preview: see exactly what your client sees before enabling access
- Per-client toggle to enable or disable access, with session revocation
Meetings
Paste a meeting transcript or upload a recording, and AI extracts everything worth remembering. Summaries, action items, key decisions, and follow-ups.
- Paste transcript, upload a file (PDF, TXT, MD), or type notes
- AI-generated structured summary
- Action items with assignees and due dates
- Key decisions extracted and listed
- Follow-ups identified
- Convert any action item to a tracked task with one click
- Meetings linked to clients and projects
- Filter meeting list by client or project
- Meeting context feeds into daily digest alerts
Knowledge Base
Build an internal library of processes, frameworks, and lessons learned. Link articles to clients and projects. Let AI capture knowledge from completed work automatically.
- Articles with rich text content, file attachments, and external links
- Categories: Notes, SOP, Framework
- Tags for filtering and discovery
- Link articles to specific clients or projects
- Pin important articles to the top of the list
- AI auto-capture: extract learnings from completed projects
- Search by title, filter by category, client, project, or tag
- Sort by updated, title, or created date
- CSV export
AI Command Bar
The fastest way to do anything in Kiaro. Press Cmd+K, type what you need in plain English, and the AI handles the rest. Read operations run instantly. Write operations are staged for your approval before anything touches the database.
- Natural language interface for any action
- Read queries execute instantly (search clients, check invoices, get summaries)
- Write operations staged as a plan: review, then confirm or cancel
- Slash commands for common actions: /overview, /client, /project, /task, /invoice, /proposal, /timer, /email
- Autocomplete menu when typing /
- Multi-turn conversations that carry context
- Copy any AI response to clipboard
- Multi-model routing: Claude for complex tasks, GPT-4o-mini for simple queries, Gemini for batch work
- Automatic failover between providers
- AI command allowance by plan: 100 (Starter), 3,000 (Pro), 15,000 (Agency) per month
- Disable AI entirely from Settings if you prefer manual-only
Dashboard & Reporting
Two dashboard views: a smart AI home with suggestions and quick actions, and a KPI dashboard with revenue, hours, and utilization metrics.
- AI Home Dashboard with time-of-day greeting and smart suggestions
- Inline AI input: type a question and it opens the command bar
- Quick-action links: New Client, Invoice, Project, Proposal, Log Time
- KPI Dashboard with Revenue This Month, Outstanding, Hours This Week, Utilization Rate
- Sparkline trend charts on each KPI card
- Needs Attention card for overdue items
- Upcoming This Week card for due tasks and deliverables
- Configurable targets for revenue, hours, and utilization (Settings > Goals)
- Daily email digest: overdue invoices, due tasks, meeting follow-ups, stale clients
- Weekly email digest: KPI summary, action items, upcoming tasks
- Digest frequency and send hour configurable per user
- Per-entity CSV export on every list page
- Full workspace data export from Profile > Account
Ready to try it?
Start with a free account. Upgrade when your practice outgrows it.