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All your Xpence Invoicing questions, answered

Who can open an Xpence account?
Xpence is a business product. As long as you are a registered business or freelancer in Bahrain or the UAE, you can open an Xpence account.

 

Ready to open an account? Click here.
How do I create an Xpence Account?
It's simple. Either click the Get Started button on this website or click here. Since we are in beta, we are handpicking users, so we will review your application before on boarding you on to the app.
How long does it take to create an Xpence Account?
During the beta phase, once you've completed the sign up form, it may take up to 2 working days to open an account.
Ready to open an account, click here.
What documents do I need to create an Xpence account?
We need to know who you are and your business. We will require the following documents to open an account:

 

  1. Your identity card (CPR for Bahrain and Emirates ID for UAE users).
  2. Your company's commercial registration or trade license.
  3. Freelancers can provide their freelancer license.
  4. Your business bank details plus proof that it is your account, e.g. (bank statement, confirmation letter stamped by your bank, etc. The document must be dated in the last 3 months)
  5. If your company is registered for VAT, we will require your VAT registration certificate.
  6. Your company logo (PNG, JPG, or JPEG ideally in 1:1 (square) aspect ratio)
  7. Authorisation letter if you are not the owner of the business.

 

Got all your docs ready? Ready to start? Click here.
Does it cost anything to open an Xpence Account?
Opening an Xpence costs nothing.

 

Ready to open an account? Click here.
How much does it cost to send an invoice?
Sending invoices is free and there is no limitation to the number of invoices you can send.
If you opt to send an email with an online payment link, then there is a 3.5% processing fee if the invoice is paid online. You can read more about our pricing here.
Want to start sending beautiful invoices? Click here.
Can I give my team access to create invoices?
Not yet, but it's something we are working on right now. Soon, you will be able to add team members to your Xpence account and give them access to issue invoices. We'll let you know as soon as it's ready.

 

If you would like to see other features, please reach out to us.
Can I get more help?
Indeed, we are always here to help.

 

You can access support from the in-app chat with a real human. During the beta phase we will only be providing support during business hours.

 

Alternatively, you can write to us at info@xpence.co.
How do I create a new invoice?
There are two ways to create an invoice.

 

Option 1 - From the invoice homepage

 

  1. Click the create invoice icon in top right of the screen.
  2. An empty invoice template will open up.
  3. Select the due date for the invoice.*
  4. Choose a customer from the contact module (you can create a new customer at this point).*
  5. Add any optional references to your invoice.
  6. Select your products/services from the items module (you can create a new item at this point).*
  7. Add an optional discount (the discount is on the entire invoice).
  8. Select how your would like your customer to pay you. You have three options; (i) online payment, (ii) bank transfer, and (iii) cash on delviery. You can chose one, two or all options.*
  9. Add an optional note.
  10. Click send.
*These are mandatory fields and must be completed before you can send an invoice

 

Option 2 - From the contacts page

 

  1. Open your contacts book from the More module.
  2. The More module is the last icon on the bottom navigation bar.
  3. Find your contact and tap on the name.
  4. Tap the send invoice button beneath the customer's profile picture.
  5. An empty invoice template will open up.
  6. Change the due date for the invoice if required.*
  7. Add any optional references to your invoice.
  8. Change your products/services from the items module if required (you can create a new item at this point).*
  9. Add or change an optional discount (the discount is on the entire invoice).
  10. Select how your would like your customer to pay you. You have three options; (i) online payment, (ii) bank transfer, and (iii) cash on delviery. You can chose one, two or all options.*
  11. Add or change an optional note.
  12. Click send.
*These are mandatory fields and must be completed before you can send an invoice.
What currencies can I issue invoices in?
You can only issue invoices your home currency, i.e. BHD for Bahraini account holders and AED for UAE account holders.

 

We are working on adding more currencies. We'll keep you posted of all the latest features. In the meanwhile, if you would like to suggest a new feature or any other improvements, please email us at info@xpence.co.
Can I view an invoice before sending it?
Yes, you can view an invoice before sending it as long as you have completed the mandatory fields. Once you have filled in the mandatory fields, the options icon in the top right corner of the will become active.

 

To view your invoice, follow these steps.

 

  1. Complete the mandatory fields (due date, customer, items, payment method).
  2. Click the options icon in the right corner of the screen.
  3. Click preview invoive from the pop-up.
  4. A new screen will appear showing you the PDF version of your invoice.
  5. You can exit by clicking the X in the top left of the screen or you can share a PDF version of the invoice (note the invoice will say draft on it until you click send from the main invoice page).
  6. To share the invoice, click the share icon in the top right corner. This will open your phone's sharing function to share the invoice in your chosen app, e.g. Outlook, Gmail, WhatsApp, etc.
Can I save an invoice and finish it later?
Yes, you can save an invoice as a draft and finish it later. Once you have filled in all the mandatory fields, you can save the invoice as a draft. There are three ways to save an invoice as a draft.

 

Option 1 - using the option icon

 

  1. Complete the mandatory fields (due date, customer, items, payment method).
  2. Click the options icon in the top right corner of the screen.
  3. Click "save as draft" from the pop-up.
  4. The invoice will be saved as a draft and you will be returned to the invoice homescreen.
  5. The draft invoice will appear in the the main invoice list.
  6. You can also scroll accross to view just your draft invoices.
Option 2 - using the back arrow icon

  1. Complete the mandatory fields (due date, customer, items, payment method).
  2. Click the back arrow icon in the top left corner of the screen.
  3. A pop-up will appear asking you to save as draft or to exit without saving.
  4. Click "save as draft" from the pop-up.
  5. The invoice will be saved as a draft and you will be returned to the invoice homescreen.
  6. The draft invoice will appear in the the main invoice list.
  7. You can also scroll accross to view just your draft invoices.
Option 3 - using the phones back button

  1. Complete the mandatory fields (due date, customer, items, payment method).
  2. Click the phone's back button.
  3. A pop-up will appear asking you to save as draft or to exit without saving.
  4. Click "save as draft" from the pop-up.
  5. The invoice will be saved as a draft and you will be returned to the invoice homescreen.
  6. The draft invoice will appear in the the main invoice list.
  7. You can also scroll accross to view just your draft invoices.
How do my customers receive their invoice?
Your customers will receive the invoice as an email. The invoice will contain a link to view an online verion of the email as well as a "pay now" link if you enabled online payments for the invoice. A PDF version of the invoice will be attached with the email too.

 

Before you start sending invoices to your customers, try sending yourself some test invoices to get an idea of what your customers will see.
Can I edit the text of the email sent to my customer?
During the beta phase you will not be able to edit the text. Our product roadmap has a feature, which will allow you to send customised emails to your customers.

 

If you would like to suggest any other features or improvements to the Xpence app, please feel free to email us at info@xpence.co.
How do I know if my customer has received the email?
We are using advanced mail sending technology so your invoices should not go into any junk folders. We are working on a feature to let you know when your customer has viewed your invoice and whether it has landed in their spam folder.

 

If you would like to suggest any new features or improvements, please reach out to us at info@xpence.co.
Can I send an invoice by WhatsApp or other IM services?
You can only share an email by instant messaging services once you have shared the invoice by email. When the email has been sent you can follow these steps to send the invoice by instant messaging;

 

  1. Find the invoice you have sent.
  2. Click on the invoice to open it.
  3. Once the invoice is open, click the options icon in the top right corner.
  4. From the pop-up, choose the "Share Invoice" option.
  5. This will start the share function on your phone.
  6. Choose the app you want to share the invoice in and click send.
Can I resend a sent invoice to my customer?
You can not send an invoice email again to a customer. However, what you can do is email a PDF copy of the invoice to your customer. Follow these instructions to send a PDF copy of the email:

 

  1. Find the invoice you have sent.
  2. Click on the invoice to open it.
  3. Once the invoice is open, click the options icon in the top right corner.
  4. From the pop-up, choose the "Share Invoice" option.
  5. This will start the share function on your phone.
  6. Choose your email client you want to send the invoice with.
  7. Your email client will open with a PDF copy of your invoice attached.
  8. Type your message.
  9. Click send.
What if I made a mistake on an invoice I have already sent to a customer?
The easiest thing to do is to void the invoice, duplicate the invoice, make your changes and resend it.

 

  1. Go to the invoicing page.
  2. Scroll down to the invoice or use the search feature to find the invoice.
  3. Open the invoice.
  4. Tap the options icon in the top right corner of the page.
  5. Select the "mark as void" option at the bottom of the page.
  6. The invoice is now voided.
  7. Tap the options icon in the top right corner of the page.
  8. Select the "Duplicate Invoice" option at the bottom of the page.
  9. Make any changes required to the invoice.
  10. Hit send.
How do I know if my customer has paid an invoice?
You can give your customer three ways to pay an invoice;

 

Online
By bank transfer
By cash

 

For online payments, we will notify by push message and an email that the invoice has been paid. We will also mark the invoice as paid in the app.

 

If a customer has paid by bank transfer or by cash, then you will have to mark the invoice as paid manually. Your customer will recieve an automated email once the invoice has been marked paid.

 

Follow these steps to mark your invoice as paid:

 

  1. Go to the invoicing page.
  2. Scroll down to the invoice or use the search feature to find the invoice.
  3. Open the invoice.
  4. Tap the options icon in the top right corner of the page.
  5. Select the "mark as paid" option at the bottom of the page.
  6. The invoice will change state to paid.
How do I keep a track of my invoices?
Your invoices can exists in 5 states:

 

  1. Paid (green)
  2. Unpaid (yellow) - We show you the number of days till it is due.
  3. Overdue (red) - We show you the number of days it is overdue.
  4. Draft (blue)
  5. Void (black)

 

As soon as you issue an invoice to a customer it will stay in the unpaid state until one of the following happens;

 

  1. When the invoice is paid online, it will automatically convert to the paid state.
  2. If you mark the invoice as paid, it all conver to the paid state.
  3. Once the due date has passed, the invoice automatically go into the the overdue state.
  4. If you mark the invoice as void, it will conver to the void state.
How can I change my bank details?
We are required to verify that the new bank account belongs to you. So, for now you will need to email us at info@xpence.co to change your bank details.

 

We are working on a way for you to change your bank details in the app. Stay tuned for more awesome updates coming in the app.

 

If you have a suggestion to improve a feature or add a new feature, send us an email.
Can I duplicate an invoice?
Yes, you can. It's very simple. You can duplicate and send an invoice in as little as 4 clicks.

 

  1. Open any invoice from the invoive homescreen.
  2. Tap the more icon in the rop right of the screen.
  3. Select "duplicate invoice"option from the pop-up tab.
  4. All the fields in the invoice will be filled in with the same information.
  5. Change the due date for the invoice if required.*
  6. Change the customer if required.*
  7. Change or add any optional references to your invoice.
  8. Change your products/services from the items module if required (you can create a new item at this point).*
  9. Add or change an optional discount (the discount is on the entire invoice).
  10. Select how your would like your customer to pay you. You have three options; (i) online payment, (ii) bank transfer, and (iii) cash on delviery. You can chose one, two or all options.*
  11. Add or change an optional note.
  12. Click send.
Can I send my customer just a payment link?
Not right now. You can only send an invoice. The payment link is included in the email and attached PDF invoice. We are working on enabling to send your customer a payment link only. We'll let you know when it's ready.

 

If you would like to suggest any new features or improvements, please reach out to us at info@xpence.co.
What if I don't want to accept online payments?
Accepting online payments is an option. By default the online payment option is disabled when you are creating an invoice. If you do not want your customer to have the option to pay online, then ensure that the online payment option is in the disabled state before sending the invoice.

 

Online payment option disabled state.

 

Online payment option enabled state.

 

Does it cost to accept payments online?
Yes, it does.

 

If you decide to send an invoice with an online payment link and your customer pays online using a credit or debit card, we will charge you 3.5% of the invoice value.

 

Example

 

If you issue an invoice of AED100 and your customer pays online, then we will charge you AED3.5 for processing the invoice. You will receive AED96.5.

 

You can read our pricing policy here.
Is there a minimum invoice amount to accept online payments?
You can issue an invoice for AED 0.01 or BHD 0.001 and accept an online payment. However, we will not make settlements until the aggregate total of your payments is more than AED 100 or BHD 10.

 

We recommend that you send one or two invoices of AED 150 or BHD 15 to yourself and make a payment online using your own card to test things out.
How do I know if my customer has paid an invoice?
When your customer pays online, we send three notifications in real time.

 

You will receive two notifications; an email to your registered email address, and a push notification to your registered device.

 

Your customer will receive an automated receipt after making payment.

 

We also automatically mark your invoice as paid in the app in real time.
Where do my my online payments get settled?

When you are signing up for your Xpence account, we will ask you for your bank details. This is the bank account where your online payments will be settled.

Can I use any bank account to accept online payments?
In most cases your funds will be settled to a business bank account belonging to your company, i.e. the account name must match your registered business name.

 

In the UAE, freelancers and sole proprietors can opt to have the funds settled to their personal account. We will ask you to provide proof that you are the sole business owner, and the name of the sole owner on the trade license must match the bank account name.

 

We can only settle funds to a bank account in the country of registration. So, if you are a company based in Bahrain, then the funds will be settled to an account you nominate at a licensed bank in the Kingdom of Bahrain. The same goes for the Xpence accounts in the UAE.
How do I change my bank details?
We are required to verify that the new bank account belongs to you. So, for now you will need to email us at info@xpence.co to change your bank details.

 

We are working on a way for you to change your bank details in the app. Stay tuned for more awesome updates coming in the app.

 

If you have a suggestion to improve a feature or add a new feature, send us an email.
What currencies can my customers pay me in?

You can only issue invoices your home currency, i.e. BHD for Bahraini account holders and AED for UAE account holders. However, your customer can select a differnt currency at the point of payment. Please note that exchange rates may apply.

How long does it take to receive online payments?

It can take up to 7 business days to receive your payments from the date the payment was made. However, we wait till you have at least AED 100 or BHD 10 of payments before we make the transfer.

What cards can I accept for online payments?
You can accept payments from Matercard and Visa cards issued from anywhere in the world.

 

In Bahrain, in addition to Matercard and Visa, you can accept Benefit card payments too.
Can I use my card to pay an invoice my business has issued?

We monitor all online payments for fraud. We will allow you to make some test transactions using your own card. However, if we suspect any fraud taking place through repeat usage of your own card, we may suspend your account, permanently remove you from the Xpence platform, and or report you to local authorities.

Can I refund an online payment?
Yes, you can. Within 7 business days of the payment and before the funds have been settled to your bank account, we can process the refund for you. There is a 3.5% fee for processing a refund. However, if the funds have been settled to your customer, it is your responsibility to process the refund.

You can contact us at info@xpence.co if you need to process a refund or need further assistance.
How long is the payment link valid for?
The payment link on your invoice is valid indefinitely. Your customers can pay at their convenience. Once an invocie has been paid, the link will be deactivated. You can also deactivate the link, by marking the invoice as void in the app.

 

  1. Go to the invoicing page.
  2. Scroll down to the invoice or use the search feature to find the invoice.
  3. Open the invoice.
  4. Tap the options icon in the top right corner of the page.
  5. Select the "mark as void" option at the bottom of the page.

 

The invoice will be marked as void. If your customers visits the invoice online, they will see that the invoice has been voided by you and the payment link will be disabled.
How can I track my online payments?
For the timebeing, you will be able to track all your invoices from the main invoice dashboard, but we are working day and night to put an awesome insights dashbaord together for you. As soon as it's ready, you'll be the first to know. Stay tuned for more awesome updates coming in the app.
If you have a suggestion to improve a feature or add a new feature, send us an email.
Are Xpence invoice VAT compliant?

Yes, you can send VAT compliant tax invoices to your customers as long as you are registered with the local tax authorities.

We will calculate the VAT amount for you and the VAT your customer has to pay is shown on your invoice. Your invoice will clearly state it is a Tax Invoice. If your customer is also regsitered for VAT, then their tax number will be added to the invoice as long as you have added it to their profile in the contacts module.

We do not calculate how much tax in total your business should pay to the tax authorities. We calcualte tax per invoice. It is your responsibility to pay the correct tax amount to the tax authorities.

How can I add my tax number?

When you are signing up for your Xpence account, we will ask you if you are registered for VAT. If you are we will automatically add it for you.

If you register for VAT after you sign up for your account, you can add your tax number from the company profile page.

How can I remove my tax number?

If you unregister for VAT after you sign up for your account, you can remove your tax number from the company profile page.

Need more answers?

Please feel free to email us at info@xpence.co

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