VixFlow Documentation

What is VixFlow?

VixFlow is a local-first freelance management platform. It helps you manage clients, create professional proposals, send invoices, and track projects — all powered by AI.

Key Concepts

• Local-first: Data lives in your browser. No accounts to manage, no cloud required.
• AI included: AI features are bundled in all plans — no API key needed, no extra cost. VixFlow handles everything.
• Export anytime: All data can be exported as JSON or PDF at any time.
• No vendor lock-in: Your data is always yours and always portable.

Quick Start

Get up and running with VixFlow in under 5 minutes.

1. Open the app — Visit vixflow.app in your browser. No sign-up required.
2. Add your first client — Click "Clients" in the sidebar → "Add Client". Fill in name, email, and company.
3. AI is ready to use — No setup needed. VixFlow AI is included in your plan. Open AI Writer and start generating proposals instantly.
4. Create a proposal — Click "Proposals" → "New Proposal". Select your client, describe the project, and let AI write the first draft.
5. Send an invoice — When work is done, go to "Invoices" → "New Invoice". Link it to a project and generate a professional PDF.

AI Features — Included in All Plans

VixFlow AI is fully bundled — no API key required, no setup, no extra cost. You don't need an Anthropic account or any third-party credentials. Just open the AI Writer and start generating.

AI models by plan

1. Free plan — Claude Haiku · 5 requests/day · Fastest generation
2. Starter plan — Claude Haiku · 20 requests/day
3. Pro plan — Claude Haiku + Sonnet · 50 requests/day · Higher quality output
4. Agency plan — All models including Opus · 200 requests/day · Maximum quality

Data & Storage

VixFlow stores all data locally in your browser using localStorage. Here's what gets stored and where:

Client Data Model

Each client record contains the following fields:

AI Writer

The AI Writer uses Claude to generate professional proposals, invoice descriptions, and follow-up emails. Here's how it works:

async function generateProposal(projectDescription, clientName) {
  const apiKey = getStoredAPIKey();
  if (!apiKey) {
    toast('Please add your Claude API key in Settings', 'warning');
    return null;
  }

  const prompt = `Write a professional freelance proposal for:
Client: ${clientName}
Project: ${projectDescription}

Include: executive summary, scope of work,
timeline, and pricing section.`;

  const res = await fetch('https://api.anthropic.com/v1/messages', {
    method: 'POST',
    headers: {
      'x-api-key': apiKey,
      'anthropic-version': '2023-06-01',
      'content-type': 'application/json'
    },
    body: JSON.stringify({
      model: 'claude-haiku-20240307',
      max_tokens: 1024,
      messages: [{ role: 'user', content: prompt }]
    })
  });

  const data = await res.json();
  return data.content[0].text;
}

Proposals

Proposals are the core selling tool in VixFlow. Create polished, professional proposals with AI assistance and track their status in real time.

Proposal fields

Creating a proposal with AI

In the Proposals view, click New Proposal → select a client → enter a project description → click Generate with AI. Claude will write a complete proposal including an executive summary, scope of work, timeline, and pricing table. You can edit any section before sending.

Invoices

Create professional invoices, track payment status, and generate PDF exports for your clients. Invoices can be linked to proposals and projects for complete project tracking.

Invoice fields

Projects

Projects help you organise work across multiple clients and track progress. Link proposals and invoices to a project for a complete view of your income pipeline.

Project fields

Expenses

Track your business expenses to understand your true profit margin. Expenses can be linked to a project for per-project P&L analysis.

AI Proposal Generation

VixFlow's AI proposal writer uses Claude to create complete, professional proposals in seconds. Here's how the prompt is structured internally:

const systemPrompt = `You are an expert freelance proposal writer.
Write professional, persuasive proposals that win clients.
Format output in clean Markdown.`;

const userPrompt = `Write a detailed freelance proposal for:
Client: ${clientName}
Project: ${projectDescription}
Budget: ${budget}
Timeline: ${timeline}

Include:
1. Executive Summary (2-3 sentences)
2. About Me / Why Choose Me
3. Scope of Work (bullet points)
4. Project Timeline (with milestones)
5. Investment (pricing breakdown)
6. Terms & Next Steps`;

const result = await generateAIContent(userPrompt, {
  system: systemPrompt,
  maxTokens: 2048
});

AI Invoice Descriptions

When creating invoice line items, use the AI to generate professional descriptions for your services. Click the ✨ AI button next to any line item to get suggestions based on the project context.

const prompt = `Generate a professional invoice line item description for:
Service: ${serviceType}
Project: ${projectName}
Client: ${clientName}

Write 1-2 sentences. Be specific and professional.
Example: "UI/UX design and prototyping for the mobile checkout flow, including 3 revision rounds and Figma source files."`;

const description = await generateAIContent(prompt, { maxTokens: 150 });

Import Data

You can import a previously exported VixFlow JSON backup to restore your data. Go to Settings → Import Data and select your backup file.

The import function validates your JSON file structure before writing to localStorage:

function importData(jsonFile) {
  const data = JSON.parse(jsonFile);
  const required = ['version', 'clients', 'proposals', 'invoices'];
  if (!required.every(k => k in data)) {
    throw new Error('Invalid VixFlow backup file');
  }
  // Merge each entity type
  ['clients', 'proposals', 'invoices', 'projects', 'expenses'].forEach(key => {
    const existing = getEntity(`vixflow_${key}`);
    const existingIds = new Set(existing.map(e => e.id));
    const newItems = data[key].filter(i => !existingIds.has(i.id));
    const merged = [...existing, ...newItems];
    localStorage.setItem(`vixflow_${key}`, JSON.stringify(merged));
  });
  toast('Data imported successfully', 'success');
}

Privacy & Security

VixFlow is designed to be privacy-first by architecture. Since there is no server, there is no data breach risk from our side. All the risk management is in your hands.

• API key storage: Your Claude API key is stored in vixflow_settings in localStorage. It is sent directly to Anthropic's API — never to any VixFlow server.
• No telemetry: VixFlow does not collect analytics, usage data, or error reports.
• No cookies: VixFlow uses localStorage, not cookies. Your data is never transmitted with HTTP requests.
• Client data isolation: All client data stays on the device where it was created. It does not sync to the cloud.

Read our full Privacy Policy for more details.

Export & Backup

Export all your VixFlow data from Settings → Export. This creates a JSON file containing all clients, proposals, invoices, and projects. Keep this file backed up to avoid data loss.