Frequently Asked Questions

Method 1: From scratch (the old way)

1. Sign up and verify your email
2. Add a client
3. Click 'New Invoice'
4. Add line items manually
5. Send or download

Method 2: From your work (the new way 🎉)

1. Create a project for your client
2. Log time as you work (live timer or manual)
3. Add any billable expenses (materials, mileage, etc.)
4. Go to 'Unbilled' dashboard
5. See your £999 worth of work ready to invoice
6. Click 'Generate Invoice'—done in seconds!

The second method is way more accurate because you're invoicing from real work, not memory.

• 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)

• 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!

1. Go to 'Quotes' in the sidebar
2. Click 'New Quote'
3. Select your client and project (optional)
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!

• 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.

• 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!

• 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!

• 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. Professional and legally sound!

• 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. It's like having a photographic memory for your billable work!

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.

• 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!

• 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.

• 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!

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.

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!

• 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.

• 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!

• Log a correcting entry (e.g., -2h to reverse)
• Contact hello@experi.co.uk and we'll help

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

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.

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.

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.

• 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!

• 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 a £250 expense because you forgot about it. Everything unbilled is right there, ready to invoice with one click.

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: 'You have £1,247 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!

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.

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!

• 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.

• 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.

• 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!

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

• 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.

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.

• 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.

• 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.

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.

• 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.

• Agencies and B2B service providers
• Formal service agreements before project start
• Retainer agreements
• Terms of service acceptance

Features include:

• Email verification - 2FA code confirms client identity
• Clickwrap acceptance - Legally binding signature
• Tamper-evident audit trail - Cryptographic proof
• Encrypted storage - Bank-level security
• Certificate of acceptance - Both parties get signed proof

1. Go to 'Agreements' in the sidebar
2. Click 'New Agreement'
3. Choose a template or create from scratch
4. Fill in client details and agreement terms
5. Click 'Send Agreement'
6. Client receives email with secure link
7. They verify their email with a code
8. Review agreement and click to accept
9. Both parties receive signed certificate

The entire process is tracked in a tamper-evident audit trail for legal compliance.

• Identity verification - Email + 2FA code confirms signer
• Intent to sign - Explicit 'Accept and Agree' button
• Audit trail - Cryptographic chain of custody
• Tamper-proof - Any modification breaks the chain
• Consent capture - Records full consent text and version

This complies with the UK Electronic Communications Act 2000 and EU eIDAS Regulation.

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!

• Create 10 invoices per month
• Up to 5 clients
• Full time tracking (live timer & manual entry)
• Expense tracking (log all your costs)
• Unbilled dashboard (see what needs invoicing)
• Download PDFs & send via email
• Track invoice status
• Dark mode & global search
• All invoice features (discounts, bank details, custom branding, etc.)

Perfect for trying the full workflow or managing a few clients. You get the complete business hub—great for getting started!

• Unlimited everything - projects, time entries, expenses, invoices
• Complete time tracking - Live timer, manual entry, daily/weekly summaries
• Full expense management - Track billable & non-billable costs
• Project budgets - Monitor hours and costs vs. budget
• Unbilled dashboard - Always know what needs invoicing
• Automated email sending - Send invoices automatically
• Automated invoice chasing - Get paid faster with smart reminders
• Recurring invoices - Set it and forget it for retainers
• Custom branding - Your logo and colors on every invoice
• Dark mode & polish - Professional UI that scales with you
• Priority support - We're here to help

Bottom line: If you invoice more than once a month, or you want to never miss billable work again, Pro is essential. At £9/month, it pays for itself if it saves you just 30 minutes or helps you capture one forgotten expense!

1. Go to Settings - Click your profile menu and select 'Settings'
2. Navigate to Account tab - Find the 'Subscription & Billing' section
3. Click 'Manage Subscription' - This opens Stripe's secure billing portal
4. Cancel your subscription - Follow the prompts to cancel

What happens after cancellation:

• Your Pro features remain active until the end of your current billing period
• No more charges will be made after the current period ends
• You'll automatically revert to the Free plan (10 invoices per month, 5 clients max)
• All your existing invoices and data remain accessible
• You can resubscribe anytime to regain Pro features

Refund policy: We don't offer refunds for partial months, but you retain access to Pro features until your paid period ends. If you cancel on day 3 of your billing cycle, you still have Pro access for the remaining 27 days.

Need help? Email us at hello@experi.co.uk

• 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.

• 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.

• 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.

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

• 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.

• 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.

• 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.

• 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.

• 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).

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.

What to expect:

• Peppol network integration - Send invoices directly to clients' accounting systems
• Free for all tiers - We're building this for everyone, not just premium users
• Compliance-ready - UK/EU standards built-in
• Backward compatible - Traditional PDF invoicing will still work

Need e-invoicing sooner for EU clients or government contracts? Learn more about e-invoicing or contact us to discuss early access.