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Frequently Asked Questions

Find answers to common questions about Experi

Getting Started

4 questions
Experi helps freelancers, tradespeople and small teams invoice, follow up payments and organise business records. Free includes invoice templates, products and services, operational inventory and printing, within the Free invoice allowances. Pro adds team collaboration, automation, projects, time tracking, Bills, Other Sales and Financials. New accounts start with a 14-day Pro trial; no card or automatic charge.
Email verification is required, but it is not the only sending check. Experi also reviews email-sending access and applies delivery and abuse safeguards. Check the sending-access notice in your selected business workspace. The account owner can answer review questions under Settings → Email sending review. A trial or paid plan does not bypass approval. You can prepare invoices and download PDFs while email sending is unavailable.
Check the selected workspace, add a client and choose New Invoice. Start blank, optionally apply a template, or use Add from inventory. Review prices, dates, totals and notes, then save. Open the invoice to send it, download its PDF or choose Print invoice. Creating a draft does not send it or deduct stock. Pro users can also generate an invoice from tracked time and billable expenses in Unbilled Work.
Just fill in your business profile in Settings:
  • Business details - Name, address, contact info
  • Tax settings - VAT rate and tax label (optional)
  • Invoice defaults - Prefix, payment terms
  • Bank details - For displaying on invoices (optional)

Teams & Workspaces

4 questions
Use the workspace selector in the sidebar. Save unfinished work first: switching opens the selected workspace dashboard. Check the workspace name and your role in the header before creating or changing records. Invoices, clients, reports and business settings use that workspace's business records. Your sign-in account and personal subscription do not change.
No. A team gives its members permission to work with the owner's business records. Two teams with the same owner are not separate business databases, and team access is not limited to a single project. Portfolio business categories in Financials are reporting classifications, not separate access boundaries.
Open Teams and select the team. Owners and admins can review Pending invitations and revoke an unaccepted invitation. Links expire after seven days. Invitees must sign in or create an account with the invited email, accept, then choose Open workspace. Revoking an invitation does not remove someone who has already joined.
Yes. In Teams, open the team and choose Revoke access beside the member, then Confirm revoke access. Only the actual team owner can do this, including for admins; the owner's own access cannot be revoked. The person's account and existing business records are kept. Matching pending invitations are invalidated. Other team memberships stay unchanged, so check those too if you need to remove all access to your business. Owners can revoke access even after Pro ends.

Templates, Inventory & Printing

6 questions
Open a draft invoice in the selected workspace and choose Request review. Explain what the business does, who it invoices and how you are connected to it. An Experi administrator may ask the account owner for more information or a supporting document. The owner can reply privately under Settings → Email sending review. Sole traders can explain their work without a company certificate. Evidence does not enable sending automatically; an administrator makes the decision.
Yes. Curated and saved invoice templates, product/service inventory and invoice printing are included on Free and Pro. Free invoice allowances still apply. Blank invoice remains the default; a template changes nothing until you choose Apply.
Curated templates supply example descriptions, quantities, units and notes, with prices left blank. A saved template restores your reusable line items, prices, inventory links, invoice mode and text. It does not copy the client, invoice number, dates, status or scheduled send. If the invoice already has content, choose Merge, Replace or Cancel.
Choose Use a template beside Line Items. Search by business or job, filter by category, or open Your templates. Select a result to preview the lines and prices before choosing Apply template. Blank invoices remain the default. Merge keeps existing lines and text and appends the template content; Replace requires an explicit choice when content exists.
Linked stock is deducted once when a draft invoice is first successfully sent or issued using Issue & print. Drafts, services, resends and repeat prints do not deduct stock. The app warns before an issue would make stock negative and lets you confirm. Record receipts, adjustments and returns in Inventory; deleting or crediting an invoice does not automatically restock it. Stock value is an operational estimate, not an accounting valuation.
Save and open the invoice, then choose Print invoice. Print draft copy adds a DRAFT watermark without changing status or stock. Issue & print marks it sent and posts linked stock once; it does not send an email. For a sent or paid invoice, choose Print copy. Cancelling the browser print dialog does not undo an issue. If the dialog does not open, use the print control in the opened PDF.

Quotes & Proposals

6 questions
Quotes are professional proposals you send before starting work. Use them when:
  • Clients need a formal price before committing
  • You want to outline project scope and terms upfront
  • You require a deposit before starting work
  • You need client approval in writing

Once accepted, quotes can be converted to invoices with one click. All the details transfer automatically!

Creating quotes is quick and easy:
  1. Go to 'Quotes' in the sidebar
  2. Click 'New Quote'
  3. Select your client (on Pro you can also link a project)
  4. Add line items with descriptions and pricing
  5. Set the validity period (how long the quote is valid)
  6. Add your custom terms & conditions
  7. Optionally require a deposit upon acceptance
  8. Save as draft or send immediately

Clients receive a beautiful PDF with all details, your branding, and accept/decline buttons built right in!

Yes! When creating a quote, you can:
  • Enable 'Require deposit upon acceptance'
  • Set deposit as a percentage (e.g., 30%) or fixed amount
  • Deposit amount is calculated and shown on the quote
  • When client accepts, they see the deposit amount prominently

The deposit information appears on the PDF and in the acceptance confirmation. You can then track deposit payments separately from the final invoice.

Super simple for your clients! When you send a quote:
  • They get an email with a secure link
  • Click the link to view the quote (no login required!)
  • See all details: line items, totals, terms, validity date
  • Click 'Accept Quote' or 'Decline Quote'
  • Optionally add a reason for declining

You get notified immediately when they respond. Accepted quotes can then be converted to invoices with one click!

Absolutely! Once a quote is accepted:
  • Go to the quote detail page
  • Click 'Convert to Invoice'
  • All line items, client info, and amounts transfer automatically
  • The invoice references the original quote number
  • Quote status changes to 'CONVERTED'

This saves massive amounts of time and ensures accuracy - no retyping or copy-paste errors!

Yes! You have full control:
  • Set default terms in Settings > Quotes
  • Customize terms for each individual quote
  • Add introduction/notes section
  • Include footer text
  • Set custom validity periods

Your terms appear prominently on the PDF and clients must scroll through them before accepting. Check that the terms suit your business and the proposed work.

Projects & Organization

5 questions
Projects are a Pro feature. On Pro, instead of only creating invoices from scratch, you:
  • Create a project for each client engagement
  • Set billing configuration (hourly rate, day rate, or fixed price)
  • Log time and expenses against that project
  • See unbilled work accumulate
  • Generate invoices from real work

Why use them? You'll never forget billable hours or expenses again. The 'Unbilled' dashboard shows you exactly what needs invoicing. Free users create invoices and quotes directly - no projects, time tracking, or expense tracking on Free.

Pro only. Here's how:
  1. Go to 'Projects' in the sidebar
  2. Click 'New Project'
  3. Select the client
  4. Name your project (e.g., 'Website Redesign', 'Kitchen Remodel')
  5. Choose billing type:
    • Hourly - Set your hourly rate (e.g., £75/hr)
    • Day Rate - Set daily rate (e.g., £600/day)
    • Fixed Price - One price for the whole project
    • Retainer - Monthly ongoing work
  6. Optionally set a budget (hours or amount)
  7. Save - you're done!

Now when you log time or expenses, they'll automatically be linked to this project and valued correctly.

Yes (Pro). When creating a project, you can set:
  • Budget hours - e.g., 40 hours allocated
  • Budget amount - e.g., £3,000 total

The project detail page shows a visual progress bar:

  • Green: Under 75% of budget used
  • Amber: 75-90% used
  • Red: Over 90% used (warning!)

You'll always know if you're on track or overservicing. Perfect for fixed-price work!

Pro only (projects). Projects have 4 statuses:
  • ACTIVE - Currently working on it (default)
  • PAUSED - On hold, not currently working
  • COMPLETED - Finished, but may have unbilled work
  • ARCHIVED - Historical, no longer relevant

You can filter the Projects list by status to focus on what matters. Archived projects don't clutter your views.

On Pro: every project detail page shows:
  • Total unbilled value (in a big amber card!)
  • Unbilled time entries count and value
  • Unbilled expenses count and value
  • Recent activity (last 5 time/expense entries)
  • A 'Generate Invoice' button when ready

Plus, the Projects list page shows unbilled value for each project at a glance. Never invoice late because you forgot what you worked on!

Time Tracking

5 questions
Time tracking is a Pro feature. You have two ways to log time:

1. Live Timer (recommended)

  1. Go to 'Time' in sidebar
  2. Select your project
  3. Click 'Start Timer'
  4. Do your work (timer counts in real-time)
  5. Click 'Stop Timer' when done
  6. Hours/minutes auto-populate the form
  7. Add description and click 'Log Time Entry'

2. Manual Entry

Just enter hours and minutes directly (e.g., 2h 30m) with a description. Perfect for logging yesterday's work or batching entries.

Either way, Experi automatically calculates the value based on your project's hourly rate. Time entries start as 'UNBILLED' until you invoice them.

No. The timer is session-based - it only runs while you have the page open. This is by design to keep it simple and prevent accidentally leaving timers running for hours/days.

Best practice: Use the timer for active work sessions. If you step away, stop it. If you forget the exact time, use manual entry - it's more accurate than guessing anyway!

Yes! When logging time, you'll see a 'Billable' checkbox. Uncheck it for:
  • Internal admin work
  • Learning time
  • Meetings that aren't billable
  • Project setup / research

Non-billable time won't appear in your 'Unbilled' dashboard and won't be included when generating invoices. But it's still tracked for your records so you can see total time spent vs. billable time.

Yes! The Time page shows:
  • Today - Hours logged today
  • This Week - Total weekly hours
  • Week Value - Money earned this week
  • Recent Entries - Last entries with status (unbilled/billed)

Each entry shows the hours, value, project, and whether it's been invoiced yet. Perfect for end-of-day reviews!

Currently, time entries can't be edited or deleted directly from the Time page (coming soon!). If you made a mistake:

Once invoiced, time entries are locked to maintain audit trails. This is important for your records!

Expenses & Materials

4 questions
Expense tracking is a Pro feature. Here's how:
  1. Go to 'Expenses' in sidebar
  2. Optionally select a project (or leave blank for general business expense)
  3. Choose a category (Materials, Fuel, Travel, Equipment, etc.)
  4. Add description (e.g., 'Stock photos', 'Fuel to client site')
  5. Enter amount
  6. Check 'Billable to client' if you want to invoice it
  7. Click 'Log Expense'

That's it! If marked billable, it appears in your Unbilled dashboard ready to include on the next invoice.

Great question!

Billable expenses = Costs you pass on to the client

  • Materials bought specifically for their project
  • Mileage/travel to their site
  • Subcontractor costs
  • Domain names, hosting, etc.

Non-billable expenses = Your business overhead

  • Office rent
  • Your own software subscriptions
  • Accountancy fees
  • General business insurance

Only billable expenses appear in the Unbilled dashboard and can be invoiced to clients. Non-billable expenses are for your records only.

Absolutely! When logging an expense, select the project from the dropdown. The expense is then linked to that project.

On the project detail page, you'll see all expenses for that project, both billed and unbilled. And on the Unbilled dashboard, expenses are grouped by project so you can see exactly what needs invoicing.

Receipt upload is coming very soon! For now, you can:
  • Keep physical receipts in a folder
  • Take photos and store in Dropbox/Google Drive
  • Add a receipt reference in the 'notes' field

When receipt upload launches, you'll be able to attach images directly to expense entries. This is high on our roadmap!

Unbilled Work Dashboard

4 questions
Pro only. The Unbilled dashboard is your command center when you log time and billable expenses on projects. It shows you:
  • Total unbilled value across all projects (in a big, impossible-to-miss number!)
  • Time entries that haven't been invoiced yet
  • Billable expenses waiting to be invoiced
  • Grouped by project or client (your choice)

Why this is powerful: You'll never again think 'What did I do for them last month?' or miss invoicing an expense because you forgot about it. Everything unbilled is right there, ready to invoice with one click. Free users invoice from line items manually - no Unbilled view without Pro.

Pro workflow:
  1. Throughout the week: Log time as you work, add expenses as they happen
  2. End of week/month: Go to 'Unbilled' page
  3. See your totals: e.g. how much is ready to invoice
  4. Review by project: Toggle between 'Group by Project' or 'Group by Client'
  5. Generate invoices: Click 'Generate Invoice' on any project (coming soon!)

Right now, note down what needs invoicing and create the invoice. Soon, it'll be one-click invoice generation!

Pro feature (time/expenses on projects). When you log time or expenses, they're saved with invoiceId = null. This means 'not yet invoiced'.

When you (eventually) generate an invoice from that work, we set the invoiceId to link it to that invoice. The item then disappears from your Unbilled dashboard because it's been billed.

This prevents double-invoicing and gives you a clear audit trail of what was invoiced when.

On Pro: two ways:
  1. Project detail page: Go to Projects → Click a project → See 'Unbilled Value' card at top
  2. Unbilled dashboard: Use 'Group by Project' toggle to see per-project breakdown

Each project card shows the unbilled time value, expense value, and total. Perfect for invoicing one project at a time!

Invoice Features

7 questions
Yes! Experi supports both fixed and percentage discounts:
  • Fixed discount - Take £50 off the subtotal
  • Percentage discount - Apply 10% off

The discount is applied before tax and clearly shown in your invoice totals.

Absolutely! In Settings, you can add:
  • Bank name
  • Account number & sort code (UK)
  • IBAN & SWIFT/BIC (international)

These automatically appear on your invoices in a dedicated 'Bank Details' section, making it easy for clients to pay you.

We've got you covered! Add your:
  • VAT number
  • Company registration number
  • Registered office address

These appear in the footer of your invoices so your business details are presented consistently.

Yes! Many corporate clients require a PO number for their accounts payable. Experi lets you add a PO number and project reference to every invoice. It'll appear prominently on the invoice for easy matching.
Definitely! Choose from:
  • Invoice - Standard invoice
  • Tax Invoice - For VAT-registered businesses
  • Proforma Invoice - Quote before work starts
  • Credit Note - For refunds or corrections
Absolutely! Add custom footer text to any invoice. Perfect for:
  • Payment terms ('Payment due within 14 days')
  • Late payment clauses
  • Terms & conditions
  • Thank you messages

You can set a default in Settings or customize per invoice.

Free plan: GBP (£) only - invoices and quotes use pounds sterling. Pro: Choose from major currencies (GBP, USD, EUR, and more). Set your default in Settings and the symbol and formatting adjust automatically.

Email & Sending

9 questions
The selected workspace's permitted sender can open a draft invoice and choose Request review from the sending-access notice. Tell us what the business does, who it invoices and how you are connected to it. An Experi administrator may ask the account owner for more information or a supporting document. The owner can reply privately under Settings → Email sending review. Sole traders can explain their work without a company certificate. Evidence does not enable sending automatically; an administrator must make the decision.
Check that the selected business has approved email-sending access. Open the invoice, choose Send Invoice, review the recipient, subject, message and PDF, then send. Review any stock warning before confirming. Email verification, workspace permissions, plan limits and delivery safeguards still apply. A trial or subscription does not bypass sending approval.
Yes! Every time you send, you can edit the subject line and message body. You can also set default email templates in Settings to save time on future invoices.
Yes. Verification, email-access approval, account-specific limits and rate limits protect deliverability. Check the sending-access notice and any limit message in the app for the selected business. Contact support if legitimate sending is blocked; buying Pro does not bypass these safeguards.
Free: You can send up to 3 manual payment reminders in total across your account (lifetime limit). Pro: You can enable automated invoice chasing - the system checks overdue invoices and sends follow-ups on a schedule you configure. Reminder emails include invoice details, amount due, and how overdue the invoice is.
Yes! We automatically BCC you on every invoice email sent. This means:
  • You receive a copy of every invoice sent to your inbox
  • You can verify exactly what your clients received
  • You have an automatic email archive for your records
  • Security: You'll know if someone sends an invoice on your behalf

The BCC is sent to your business email (the reply-to address). This provides transparency and peace of mind - you're always in the loop when invoices are sent from your account.

Yes! All emails are sent from our platform (noreply@mail.experi.co.uk) but the reply-to address is set to your business email. This means when clients hit 'Reply', it goes directly to you - not to our support team. Professional and seamless!
Yes! When creating or editing a draft invoice, you can:
  1. Check 'Schedule automatic send'
  2. Select a future date and time
  3. Save the invoice as a draft

The invoice will be automatically sent via email at the scheduled time. Perfect for invoices with future dates or when you want to prepare invoices in advance. The system checks every 15 minutes for scheduled invoices ready to send.

Note: Your client must have an email address, and your account must be verified for scheduled sending to work. You can modify or cancel the scheduled send anytime before it's sent.

Open the invoice to review its sending information and reminder history. Check whether an attempt succeeded before retrying. A sent status or BCC copy records sending activity; it is not proof that the recipient read the message or paid the invoice. An invoice issued using Issue & print is marked sent without an email being sent.

Service Agreements

4 questions
Service Agreements let you prepare terms and ask a client to review and accept them electronically. The workflow records the terms, consent wording and acceptance evidence. An email code checks access to the recipient mailbox; it does not independently prove a person's identity or authority. You are responsible for suitable terms and checking whether electronic acceptance is appropriate.
  1. Open Agreements and create a draft.
  2. Choose a client and prepare the agreement terms.
  3. Review the complete agreement before sending.
  4. The recipient follows the secure email link, verifies access to their email and reviews the terms before accepting.
  5. Review the recorded acceptance status and available audit evidence in Experi.

Sending remains subject to your workspace permissions and Experi's email safeguards.

Electronic acceptance can provide evidence of agreement, but Experi does not guarantee that a particular contract is enforceable or suitable in every jurisdiction. The workflow records consent and acceptance evidence; it does not replace independent identity checks, legal advice or checks of the signer's authority. Obtain legal advice for your terms and circumstances.
Yes! Pro users can create custom templates:
  1. Go to 'Agreements' > 'Templates'
  2. Click 'New Template'
  3. Add your agreement content with placeholders
  4. Save for reuse

Templates support dynamic fields for client names, dates, values, and more. Build your library of standard agreements and send them in minutes!

Pricing & Plans

5 questions
Free includes 5 invoices total, 5 quotes total, up to 3 active clients, 3 manual payment reminders total and GBP invoicing. These are lifetime allowances, not monthly. Curated and saved invoice templates, product/service inventory, printing and PDF downloads are included. Email sending requires verification and approval. Pro adds features such as team creation, automated chasing, recurring invoices, projects, tracked work, Bills, Other Sales and Financials. Existing data is retained, and owners can still revoke team access after Pro ends.
Pro is £9/month and includes:
  • Unlimited invoices, quotes, clients, credit notes (within fair use)
  • Email-to-Bill - Forward supplier invoices into reviewable Draft Bills
  • Financials - Portfolio and business P&L, shared costs, tax-year views and accountant exports
  • Other Sales - Record webshop, card, Stripe and marketplace sales individually, in bulk or by staged CSV import
  • Secure MCP agent access - Connect compatible agents through OAuth with scoped permissions and revocable access
  • Projects - Organise work per client; not available on Free
  • Time tracking - Live timer, manual entry, daily/weekly summaries
  • Expense management - Billable & non-billable costs linked to projects
  • Project budgets - Monitor hours and costs vs. budget
  • Unbilled dashboard - See what needs invoicing from logged work
  • Multi-currency - GBP, USD, EUR, and more
  • Automated invoice chasing - Configurable overdue follow-ups
  • Recurring invoices - Retainers and repeats
  • Custom invoice branding - Logo and colours on invoice previews, shared views and PDFs
  • Priority support

Pro brings invoicing, incoming Bills, non-invoice sales, management reporting and controlled agent access into one focused workspace without adding another subscription.

Each Pro workspace gets a unique, rotatable inbound address. Forward a supplier invoice email with a supported PDF, JPEG, PNG or WebP attachment and Experi suggests the supplier, reference, dates, currency and totals in a Draft Bill. You review all core fields before confirming it. The original attachment is discarded after restricted processing; Experi retains extracted information and a sanitised preview where available.
Cancel through the provider that bills your subscription.
  • For a website subscription, use Manage subscription in your Experi account billing settings to open Stripe's billing portal.
  • For an Apple subscription, use Manage Apple subscriptions in the app's Plan & subscriptions screen, or manage it in your Apple account.

After cancellation, verified Pro access normally continues until the paid period ends, then your workspace returns to Free unless another valid entitlement applies. Deleting the app does not cancel a subscription. Refund requests are handled under the applicable provider's process and the Experi terms.

Pro users can enable automated invoice chasing to automatically follow up on overdue invoices. Here's how it works:
  • Configure intervals - Set when to send each chase (default: 7, 14, and 30 days after due date)
  • Customize templates - Edit email templates for each chase level with your own wording and tone
  • Automatic sending - Our system checks daily and sends chase emails automatically based on your configuration
  • BCC copy - Receive a BCC copy of every chase (optional, can be disabled)
  • Per-invoice control - Manually send a chase anytime, or snooze chasing for specific invoices
  • Full history - See exactly when each chase was sent and to whom

Chase emails automatically include the invoice PDF attachment. Chasing stops once an invoice is marked as paid or after reaching your maximum attempts limit.

Accessibility

6 questions
Yes, and we're actively improving! We're committed to making Experi accessible to everyone. We're working towards WCAG 2.2 Level AA compliance. Current accessibility features include:
  • Keyboard navigation - Full access without a mouse
  • Screen reader support - Semantic HTML and ARIA labels
  • Focus indicators - Clear visual focus on all interactive elements
  • Form accessibility - Proper labels and error announcements
  • Dark mode - High-contrast theme option
  • Reduced motion - Respects user preferences

Read our full Accessibility Commitment for more details.

Yes! Experi is designed to work with popular screen readers including:
  • NVDA (Windows)
  • VoiceOver (macOS and iOS)
  • JAWS (Windows)
  • TalkBack (Android)

We use semantic HTML, ARIA labels, and live regions to ensure screen readers can properly interpret and announce content. If you encounter any issues, please let us know.

Absolutely! Experi is fully keyboard accessible:
  • Tab - Move between interactive elements
  • Shift+Tab - Move backwards
  • Enter/Space - Activate buttons and links
  • Escape - Close modals and dialogs
  • Arrow keys - Navigate within menus

We also provide a skip link (press Tab when first loading a page) to jump directly to the main content, bypassing navigation.

Yes! Experi has a built-in dark mode for users who prefer or need reduced brightness. You can switch between:
  • Light mode - Default bright theme
  • Dark mode - High-contrast dark theme
  • System - Automatically matches your device settings

Find the theme toggle in your dashboard settings or use the toggle button in the header area.

We're working towards conformance with WCAG 2.2 Level AA (Web Content Accessibility Guidelines). These guidelines cover:
  • Perceivable - Content can be perceived in different ways
  • Operable - Interface is navigable and usable
  • Understandable - Content is clear and predictable
  • Robust - Works with assistive technologies

We also consider UK Equality Act 2010 requirements and EN 301 549 (European accessibility standard).

We want to hear from you! If you encounter any accessibility barriers or have suggestions for improvement:

Email us at accessibility@experi.co.uk

Please include:

  • The page or feature where you had difficulty
  • The assistive technology you were using (if applicable)
  • A description of the barrier you experienced
  • Any suggestions for improvement

We aim to respond within 5 business days and appreciate all feedback that helps us improve.

Technical

5 questions
Yes. Open the invoice to download its PDF or use Print invoice / Print copy. For a draft, choose Print draft copy to keep it as a draft, or Issue & print for the customer copy. Issuing changes the status to sent and posts linked stock once; downloading or printing a draft does not. Branding follows the selected business and its plan.
Account deletion is a separate confirmed action in your personal account settings. The review explains the deletion process, any recovery window and records that may need to be retained. Read the current Privacy Policy and export records you need before confirming. Deleting your app or account does not by itself cancel an Apple subscription; manage that in your Apple account.
You can download individual invoice PDFs. Account privacy settings also offer an account data export, and eligible workspaces can use the structured Financials accountant exports. The contents and available formats are shown in each export flow. Keep exports secure because they may include personal or business information.
Yes. Experi has a Developer REST API with API-key credentials and read/write permissions. Pro workspaces also have a separate, opt-in MCP integration for compatible agents, using its own scoped credentials and revocable access. These credentials are distinct from the native app's sign-in tokens. Review the relevant integration settings and documentation before granting access.
Not currently. Experi creates and sends PDF invoices; it does not currently transmit invoices through Peppol or another e-invoicing network. Requirements vary by country and customer type, so check the rules that apply to your work before relying on PDF delivery.

Read our UK e-invoicing guide for the current position. We will announce any supported integration only after it has shipped and been verified.

Still have questions?

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