Overview

Three things, connected

A submission joins a project to a market, sometimes through a contact who works there. Most of what this part of Quilvo does follows from that one relationship.

The payoff is institutional memory. After a year you stop re-researching guidelines you already looked up, and you can see which markets actually reply to you.

Markets

Where you send things

A market is anywhere you submit: literary and genre magazines, agents, publishers, contests, anthologies, online publications, podcasts. Record it once and stop looking it up.

What to record

Guidelines and links so you never hunt for the submission page again.
What they take: genres, formats, word count range.
Pay rate and their reported response time.
Submission windows and whether they are open, closed for now, or closed for good.
Policies on simultaneous submissions and reprints. These drive the guardrails below, so they are worth filling in.

Make it yours

Rate a market out of five, keep private notes, and add it to your wishlist under a tier: Dream, Reach, Solid, or Backup. The wishlist groups by tier, so "where could this go next" becomes a short list rather than a rummage.

Each market also shows your own history with it: how many pieces you have sent, your acceptance rate, and your average response time. That last one is the useful one, because it is often nothing like the time they advertise.

Submissions

Making a submission

Pick the piece, pick the market, set a status. A submission moves through eight states.

Preparing	You intend to send it. Nothing has gone out yet.
Submitted	It is out. The clock starts here.
Under consideration	The market has told you it is being read.
Shortlisted	It survived the first pass.
Accepted	A sale. Payment, contract, and rights details open up.
Rejected	A no. Worth logging the feedback if there was any.
Withdrawn	You pulled it, usually because it sold elsewhere.
No response	The market never replied and you have given up waiting.

Two ways to look at it

The ledger is the full table: work, market, status, when it went, and what came back. It flags anything sitting past that market's typical response time as stale, and filters by age so you can pull up everything out beyond 30, 60, or 90 days.

The pipeline is a board. Drag a submission between columns to change its status, and the wait time is colour coded so old ones stand out. Resolved work collapses out of the way.

Planning ahead

Submissions can be scheduled before you are ready to send, which gives you an upcoming and overdue list, and puts the send date on your calendar. Convert one to a real submission when it goes out.

Responses

Logging a response

When a reply comes in, record the type, the date, and any feedback. Personal rejections are worth keeping: they are the ones that tell you something.

On an acceptance you can also capture:

Rights offered, such as First North American, first international, exclusive, or all rights.
Payment amount, currency, and status of unpaid, partial, paid, or pending.
Contract status from no contract through negotiation to signed and completed.
Published on and exclusive until dates. These two feed the rights ledger, so they are worth the ten seconds.

Payments recorded here roll up into your earnings totals, including across multiple currencies.

Guardrails

Quiet warnings, never blocks

When a submission might conflict with something, Quilvo says so and then gets out of the way. Every warning is advisory: saving always works, because you know your situation better than the app does.

The market does not take simultaneous submissions and the piece is already out elsewhere.
The piece is still under exclusivity to another market.
The piece is published and the market does not take reprints.

A market whose policy you have not recorded never triggers a warning, so an incomplete database stays quiet rather than crying wolf.

When something sells, the submission page offers to withdraw the same piece from everywhere else it is still out. It lists the markets first, so you can see exactly what is about to happen.

Rights

Rights and reprints

Once a piece has sold, the question changes from "where can I send this" to "am I still allowed to". The reprints ledger answers that for every piece you have sold, derived from the rights, publication dates, and exclusivity windows you recorded on acceptances.

Available to reprint	Free to send out again.
Exclusive until	Locked to one market until a date you recorded.
Sold, awaiting publication	Bought but not yet published.
All rights sold	Sold outright or work for hire. It cannot be reprinted.
Unknown	Something is missing. The row links to the gap so you can fix it.

Anything available shows how many open markets take reprints and fit its length, and links straight to that filtered list. When an exclusivity window lapses, an alert tells you the piece has come free.

Contacts

The people behind the markets

Contacts are the editors, agents, publishers, beta readers, and critique partners you deal with. Record how you met, give them one or more roles, and link them to the markets they work at.

Log interactions as they happen: emails, calls, conference meetings, social media, submissions, responses. Each one updates when you last spoke, so a contact list sorted by that becomes a fairly honest picture of which relationships you have let go cold.

Alerts

Follow-ups and alerts

Set a follow-up date on a submission or a contact and Quilvo will remind you. The alerts page gathers everything wanting attention in one list:

Submissions and contacts due a follow-up.
Submissions that have been out a long time with no reply.
Pieces that have just become free to reprint.
Goals coming up on their deadline.

Anything you do not care about can be dismissed, and it stays dismissed.

On the free plan you can track a limited number of markets, submissions, and contacts, and follow-up reminders are a Pro feature. See pricing for the current limits. Nothing is ever deleted if you lapse.