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Short, step-by-step guides for everything in Kanvo.

Popular:Send your first quoteAsk for a deposit or payment stagesCreate a monthly packagePlan a postCreate a client dashboardInvite people to your team

Getting started

Set up your account

Pick your profession, currency and studio name. Kanvo fills in a starter rate card, project stages and quote terms.

  1. Sign in. The first time, Kanvo asks what kind of work you do.
  2. Pick your profession, for example Social media or Development. This loads a starter rate card, project stages and quote terms written for your work.
  3. Choose your currency and type your studio name. Both show on every quote and invoice.
  4. Open Settings later to change your rates, terms or anything else.
Good to know

Not sure? Pick the closest profession. You can change every rate and term afterwards.

Try the demo accounts

Explore a full example studio for each profession without touching your own data.

  1. Open Help from the menu.
  2. Pick a profession under the demo cards, for example Video & photo.
  3. Click around freely. Nothing you do in the demo is saved.
  4. Press Exit demo in the banner at the top to return to your own data.
Good to know

Anyone can try the demo from getkanvo.com without an account.

Add a client

Save a client once and use them on quotes, projects, packages and invoices.

  1. Open Clients and press New client.
  2. Type the client's name. Add the contact person, email and phone if you have them.
  3. Add notes like brand guidelines or how they approve work.
  4. Press Add client. Kanvo offers to make a quote for them straight away.
Good to know

On the Free plan you can have up to 3 clients. Pro and Max have no limit.

Set your services and prices

Your rate card is the list of services you sell. Quotes are built from it.

  1. Open Settings and go to Rates.
  2. Change the price of any service, or add your own with a name, unit (like post, reel or day) and price.
  3. Services for one-time jobs and for monthly packages are listed separately, so each can have its own price.
  4. New quotes use the new prices. Quotes you already sent keep the price they were sent with.

Use Kanvo on your phone

Kanvo works in your phone's browser. Add it to your home screen to open it like an app.

  1. Open getkanvo.com/app in Safari (iPhone) or Chrome (Android) and sign in.
  2. iPhone: tap the Share button, then Add to Home Screen.
  3. Android: tap the ⋮ menu, then Add to Home screen or Install app.
  4. Open Kanvo from the new icon. Your work syncs between your phone and computer.

Quotes

Send your first quote

Build a quote from your rate card, send a link, and let the client accept it online.

  1. Open Quotes and press New quote.
  2. Choose the client and whether it's a one-time job or a monthly package.
  3. Use + and − on your services. The total updates as you go.
  4. For one-time jobs, set how they pay, for example 50% to book and 50% on delivery.
  5. Press Send to client. Send the link, or download the PDF and send it yourself.
  6. When the client accepts, Kanvo sets up the project or package for you.
Good to know

You can see when the client opened the link.

Ask for a deposit or payment stages

Split a one-time job into payments, like 50% to book and 50% on delivery.

  1. Open the quote.
  2. Under How they pay, set the stages and the percentage for each, for example 50% to book and 50% on delivery.
  3. Send the quote as usual.
  4. When the client accepts, each stage gets its own invoice, ready for you to send at the right time.

Mark a quote as accepted yourself

If the client agreed by phone or chat, mark the quote accepted in one tap.

  1. Open the quote.
  2. Press Client accepted.
  3. Kanvo creates the project or monthly package and locks the quote so it always matches what was agreed.

Reuse a quote as a template

Save quotes you send often, then start new ones from them.

  1. Open a quote you'd like to reuse.
  2. Press Save as template and give it a name.
  3. Next time, press New quote and press Use next to the template.
  4. Change the client and anything specific, then send.
Good to know

Developers and 3D artists get starter templates for websites, apps and product visuals.

Add a project plan and timeline

For bigger jobs: requirements, what's included and not, and phases shown on a timeline.

  1. Turn on Proposals in Settings, under Modules (it starts on for developers and 3D artists).
  2. On a one-time quote, press Add plan.
  3. Write the requirements, and list what's included and not included, one per line.
  4. Add the phases and how many weeks each takes. The timeline draws itself.
  5. Choose Fixed price, milestones or Price per phase. Per phase, each phase is invoiced when it ends.

Download a quote or invoice as a PDF

Every quote and invoice can be downloaded as a clean PDF with your logo.

  1. Open the quote or invoice.
  2. Press Send to client and choose to download the PDF.
  3. The PDF downloads with your logo, terms and payment details.

Projects

Move a project through its stages

Each job moves through your stages, from lead to delivered.

  1. Open Projects.
  2. On a computer, drag a card to the next stage.
  3. On a phone, open the project and change the stage.
  4. Tick off deliverables inside the project as you finish them.

Add costs and see the profit on a job

Add costs like equipment rental or stock music to a project to see what you really made.

  1. Open the project.
  2. Press Add cost.
  3. Type what it was and the amount.
  4. The project shows income, costs and profit. Costs also appear under Money.

Track time on a project

Run a timer or log hours on each project, and invoice the hours. On Pro and Max.

  1. Turn on Time tracking in Settings, under Optional features.
  2. Open a project and press Start timer, or add time by hand with a date and length.
  3. Add a note about what you worked on.
  4. Invoice the unbilled hours from the project.
Good to know

Time tracking is part of Pro and Max.

Monthly packages

Create a monthly package

For clients who get the same work every month, like 12 posts and 4 reels.

  1. Open Projects, choose Monthly, and press New package. Or accept a monthly quote.
  2. Choose the client and what they get each month from your rate card.
  3. Check the monthly fee and the start month.
  4. Kanvo drafts the invoice at the start of each month for you to check and send.
Good to know

Free includes automatic invoices for 1 package. Pro and Max have no limit.

Log delivered work and revisions

Press + each time you deliver something, and count revision rounds on each piece.

  1. Open the package.
  2. Press + next to what you delivered, for example a reel.
  3. Add a title and a file link if you like.
  4. Add revision rounds to the piece as they happen.
  5. The red line shows how much of the month has passed, so you can see if you're behind.

How extras are billed

Pieces beyond the package, and revision rounds beyond what's included, go on the next invoice.

  1. Deliver and log work as usual.
  2. Anything beyond the package, or extra revision rounds, is priced from your rate card.
  3. Those extras are added to the next month's invoice automatically.
  4. Open the package to see the extras before you send the invoice.

Send a monthly report

A one-page summary of the month's work for the client. On Pro and Max.

  1. Open the package.
  2. Choose the month.
  3. Press Monthly report.
  4. A PDF downloads with everything delivered that month, ready to send.

Bill clients per item

For clients without a package. Log each piece as you finish it, then invoice the month.

  1. Open Projects and choose Per item.
  2. Press Log work, pick the client and the service, and add a title or file link.
  3. At the end of the month, press Invoice for that client.
  4. Everything not yet billed goes on one invoice.

Content calendar

Turn on the content calendar

The content calendar starts on for social media managers. Anyone can turn it on.

  1. Open Settings and go to Modules.
  2. Turn on Content calendar.
  3. Calendar appears in the menu.
Good to know

On Free you can turn on one extra module: the content calendar or proposals.

Plan a post

Add a post with its images, caption, hashtags, platform and date.

  1. Open Calendar and press New post, or tap a day.
  2. Choose the client, date, platform and format, such as post, reel or story.
  3. Add images, the caption and hashtags.
  4. Save hashtags you reuse as a set for that client.
  5. Set the status: idea, drafted, sent for approval, approved or posted.
Good to know

When you mark a post Posted, it counts toward the client's monthly package.

Preview a client's Instagram grid

See how planned posts will sit on the grid before they go live.

  1. Open Calendar.
  2. Choose one client from the list.
  3. Press Grid.
  4. Drag planned posts to swap their dates.

Plan an ad campaign

Keep ad plans with budget, dates and audience for the client to approve.

  1. Open Calendar and press Ad plan.
  2. Add the platform, goal, dates, budget and audience.
  3. Link the post it promotes, if there is one.
  4. Share it on the client dashboard for approval. The ad itself runs in Meta Ads Manager or the platform you use.
Good to know

Ad spend is paid by the client to the platform and stays separate from your fee.

Client dashboards

Create a client dashboard

One private link where a client sees progress, approves posts and downloads invoices.

  1. Open Clients and choose the client.
  2. Press Create dashboard link.
  3. Choose what they see: work, calendar, ad plans and invoices.
  4. Copy the link and send it to the client.
Good to know

Pro includes dashboards for 3 clients. Max includes every client.

You can turn the link off at any time.

How client approvals work

Clients approve posts and ad plans, or ask for changes, from their dashboard.

  1. Set a post or ad plan to Sent for approval.
  2. It shows on the client's dashboard under Waiting for you.
  3. The client approves it, asks for changes or leaves a comment, with their name.
  4. Their answer appears on the post and on your Home screen within a minute.

Invoices and money

Create an invoice

Invoices come from accepted quotes, projects and packages, or you can start a blank one.

  1. Open Invoices and press New invoice, or invoice from inside a project or package.
  2. Check the lines, the due date and your payment details.
  3. Send it to the client, then press Mark as sent.
  4. It shows as overdue if it isn't paid by the due date.

Record a payment

Mark an invoice paid when the money arrives. It goes into Money automatically.

  1. Open the invoice.
  2. Press Record payment.
  3. Pick the date the money arrived.
  4. The invoice shows as paid and the income appears under Money.

Send a payment reminder

Send a polite reminder by WhatsApp or email in two taps.

  1. Open Invoices and find the unpaid invoice.
  2. Press Remind.
  3. Choose WhatsApp or email. The message is written for you.
  4. Edit it if you like, then send.

Understand the Money page

Income, costs and profit, with studio and personal spending kept apart.

  1. Open Money.
  2. Switch between Studio and Personal.
  3. Add expenses and charge them to a project to see that job's real profit.
  4. Profit is shown before VAT, because VAT you collect is owed to the tax authority.

Teams

Set up a team

Turn your account into a team account so you can invite people and chat.

  1. Sign up as Startup or team, or open Team in the menu of an existing account.
  2. Type your company or team name and your role.
  3. Press Set up team.
  4. Team now appears in the menu, with the people list and the team chat.
Good to know

Free includes 2 people, Pro 5 and Max 20, counting you.

Invite people to your team

Add someone by email and give them a role. They join when they sign up with that email.

  1. Open Team.
  2. Under Invite someone, type their email and a role, like Designer.
  3. Press Send invite, then share the link by WhatsApp or email.
  4. When they sign up with that same email, they join your team straight away. No waiting for approval.
Good to know

Already have a Kanvo account? They'll see the invite the next time they sign in.

Use the team chat

One simple chat for everyone in the team.

  1. Open Team.
  2. Type in the box at the bottom and press Enter or Send.
  3. Press Shift + Enter for a new line.
  4. A number next to Team in the menu shows new messages.

Change roles or remove someone

The team owner can change roles and remove people at any time.

  1. Open Team.
  2. Press the pencil next to a person.
  3. Change their role and press Save, or press Remove from team.
  4. They lose access straight away. Members can leave with Leave this team.

Your account

Add your logo and profile picture

Your logo appears on quotes, invoices, PDFs and the pages clients see.

  1. Open Settings and go to Studio.
  2. Under Logo, choose an image. A PNG with a transparent background looks best.
  3. Under Profile picture, choose a photo if you want one.
  4. Both are optional. Remove them at any time.

Change currency and VAT

Use any currency. VAT is off by default.

  1. Open Settings and go to Money & tax.
  2. Choose your currency.
  3. Turn on VAT if you charge it, and set your rate and tax number.
  4. New quotes and invoices use the new settings.

Plans and upgrading

Free for up to 3 clients. Pro is $9 a month, Max is $19 a month.

  1. Open Settings and go to Your plan to see what your plan includes.
  2. Press Ask for Pro, or email hello@getkanvo.com.
  3. During early access, plans are switched by hand, usually within a day.

Back up your data

Everything syncs to your account. You can also download a full backup.

  1. Open Settings and go to Your data.
  2. Press Download a backup to save a file with everything.
  3. Keep it somewhere safe. You can restore it later from the same place.
Good to know

Working on two devices at once? The second one reloads the latest version instead of overwriting it.

Send feedback or report a bug

Tell us what's confusing, broken or missing. We read every message.

  1. Press Send feedback in the menu.
  2. Choose what it is: an idea, a bug, something confusing, or something you like.
  3. Write a sentence or two and press Send.
  4. Or email hello@getkanvo.com any time.

Still stuck?

Email hello@getkanvo.com, or try the live demo to see it in action.

Try the live demo