Frequently Asked Questions

What is Experi?

Experi is a professional invoicing tool designed for freelancers and small businesses. Create beautiful invoices, send them via email with PDF attachments, track payment status, and get automated reminders for overdue invoices. It's invoicing made effortless.

Do I need to verify my email?

Yes, email verification is mandatory before you can send invoices. This protects our sending reputation, prevents spam, and ensures you're a legitimate user.

When you sign up, we'll send a verification email. Just click the link and you're ready to go! You can still create invoices and download PDFs while unverified—you just can't send them via email yet.

How do I create my first invoice?

Super simple! Here's the process:

1. Sign up and verify your email
2. Add a client (name, email, address)
3. Click "New Invoice" from the dashboard
4. Add your line items (description, quantity, price)
5. Add optional details (PO number, discount, footer)
6. Click "Create Invoice"
7. Send it via email or download the PDF

What do I need to set up before creating invoices?

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)

Can I add discounts to invoices?

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.

Can I add bank details to my invoices?

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.

What about VAT and company registration numbers?

We've got you covered! Add your:

• VAT number
• Company registration number
• Registered office address

These appear in the footer of your invoices for full legal compliance. Perfect for VAT-registered businesses!

Can I add a Purchase Order (PO) number?

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.

Can I customize the invoice title?

Definitely! Choose from:

• Invoice - Standard invoice
• Tax Invoice - For VAT-registered businesses
• Proforma Invoice - Quote before work starts
• Credit Note - For refunds or corrections

Can I add terms & conditions or a custom footer?

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.

What currencies are supported?

Experi supports all major currencies (GBP, USD, EUR, etc.). Set your default currency in Settings and all your invoices will use it automatically. The currency symbol and formatting adjust automatically.

How do I send an invoice via email?

Once your email is verified, just:

1. Open the invoice
2. Click "Send Invoice"
3. Review the pre-filled email (to, subject, message)
4. Customize if needed
5. Click "Send"

The PDF is automatically attached. Your client gets a beautiful HTML email with a "View Invoice" button plus the PDF download.

Can I customize the email message?

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.

Are there any sending limits?

To prevent abuse and protect email deliverability, we have fair use limits:

• 10 emails per hour
• 50 emails per day

This is plenty for most freelancers. Need more? Contact us—we can adjust limits for legitimate high-volume users.

Do you send automated reminders?

Yes! Experi automatically checks for overdue invoices daily and sends polite payment reminders every 3 days. The reminder includes the invoice details, amount due, and how many days it's overdue. This helps you get paid faster without awkward follow-up conversations.

Do I get a copy of sent invoices?

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.

Can clients reply to the invoice emails?

Yes! All invoice emails are sent from our platform (invoices@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!

Can I schedule invoices to be sent automatically?

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.

Can I see when I've sent invoices?

Absolutely! Every invoice shows:

• Date/time last sent
• Email address sent to
• Total times sent

All sends are logged in our database for your records and compliance. Plus, you'll have the BCC copy in your inbox as proof of delivery.

What's included in the Free plan?

The Free plan lets you:

• Create 1 invoice per month
• Add unlimited clients
• Download PDFs
• Send via email (after verification)
• Track invoice status
• Access all invoice features (discounts, bank details, etc.)

Perfect for trying Experi or occasional invoicing!

What do I get with Pro?

Pro is £9/month and includes:

• Unlimited invoices
• Everything in Free
• Automated email sending
• Automatic payment reminders
• Priority support

If you're invoicing regularly, Pro pays for itself with the time you save!

Can I cancel anytime?

Yes! No contracts, no commitments. Cancel from your account settings anytime. Your subscription will continue until the end of your current billing period, then automatically stop. We don't offer refunds for partial months.

Is Experi accounting software?

No. Experi is an invoicing tool, NOT accounting software. We help you:

• Create and send professional invoices
• Track invoice status (draft/sent/paid)
• Manage client information

You are responsible for: Tax calculations, compliance, financial records, and bookkeeping. Always consult an accountant for tax advice.

Who owns my invoice data?

You do! You retain full ownership of your invoices, client data, and content. We simply store and process it to provide the service. You can export or delete your data anytime.

Is my data secure?

Yes! We take security seriously:

• Passwords encrypted with bcrypt
• All data transmitted via HTTPS (SSL/TLS)
• Database hosted on secure infrastructure (Supabase)
• Regular security updates
• Access controls and monitoring

Payment processing is handled by Stripe—we never see or store your full card details.

Are you GDPR compliant?

Yes! We comply with UK GDPR and Data Protection Act 2018:

• Clear privacy policy explaining data usage
• Data controller: Rich Moore (sole trader)
• Your rights: access, erasure, portability, etc.
• Data retention policies
• Secure data processing

Read our Privacy Policy for full details.

Do I need permission to email my clients?

Yes! You must have lawful permission to email each client. By using Experi to send invoices, you confirm you have a legitimate business relationship with each recipient and comply with anti-spam laws (UK PECR, GDPR). See our Terms for full details.

Can I download invoices as PDF?

Yes! Every invoice has a "Download PDF" button. The PDF is professionally formatted with your branding, all invoice details, and any custom elements (bank details, footer, company registration, etc.). Perfect for printing or sending manually.

What happens if I delete my account?

If you delete your account, we retain your data for 30 daysin case you change your mind. After that, it's permanently deleted (except for invoices we're legally required to keep for 7 years per UK tax law). We recommend exporting your invoices before deleting your account.

Can I export my data?

Currently, you can download individual invoices as PDFs. Full data export (CSV, JSON) is on our roadmap. Contact hello@experi.co.uk if you need a data export sooner.

Do you have an API?

Not yet! An API is planned for future releases. This would let you integrate Experi with your other tools. Interested? Let us know at hello@experi.co.uk.