All your Xpence Invoicing questions, answered
Who can open an Xpence account?
How do I create an Xpence Account?
How long does it take to create an Xpence Account?
What documents do I need to create an Xpence account?
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Your identity card (CPR for Bahrain and Emirates ID for UAE users).
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Your company's commercial registration or trade license.
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Freelancers can provide their freelancer license.
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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)
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If your company is registered for VAT, we will require your VAT registration certificate.
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Your company logo (PNG, JPG, or JPEG ideally in 1:1 (square) aspect ratio)
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Authorisation letter if you are not the owner of the business.
Does it cost anything to open an Xpence Account?
How much does it cost to send an invoice?
Can I give my team access to create invoices?
Can I get more help?
How do I create a new invoice?
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Click the create invoice icon in top right of the screen.
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An empty invoice template will open up.
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Select the due date for the invoice.*
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Choose a customer from the contact module (you can create a new customer at this point).*
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Add any optional references to your invoice.
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Select your products/services from the items module (you can create a new item at this point).*
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Add an optional discount (the discount is on the entire invoice).
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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.*
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Add an optional note.
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Click send.
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Open your contacts book from the More module.
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The More module is the last icon on the bottom navigation bar.
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Find your contact and tap on the name.
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Tap the send invoice button beneath the customer's profile picture.
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An empty invoice template will open up.
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Change the due date for the invoice if required.*
- Add any optional references to your invoice.
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Change your products/services from the items module if required (you can create a new item at this point).*
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Add or change an optional discount (the discount is on the entire invoice).
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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.*
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Add or change an optional note.
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Click send.
What currencies can I issue invoices in?
Can I view an invoice before sending it?
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Complete the mandatory fields (due date, customer, items, payment method).
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Click the options icon in the right corner of the screen.
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Click preview invoive from the pop-up.
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A new screen will appear showing you the PDF version of your invoice.
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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).
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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?
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Complete the mandatory fields (due date, customer, items, payment method).
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Click the options icon in the top right corner of the screen.
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Click "save as draft" from the pop-up.
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The invoice will be saved as a draft and you will be returned to the invoice homescreen.
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The draft invoice will appear in the the main invoice list.
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You can also scroll accross to view just your draft invoices.
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Complete the mandatory fields (due date, customer, items, payment method).
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Click the back arrow icon in the top left corner of the screen.
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A pop-up will appear asking you to save as draft or to exit without saving.
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Click "save as draft" from the pop-up.
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The invoice will be saved as a draft and you will be returned to the invoice homescreen.
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The draft invoice will appear in the the main invoice list.
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You can also scroll accross to view just your draft invoices.
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Complete the mandatory fields (due date, customer, items, payment method).
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Click the phone's back button.
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A pop-up will appear asking you to save as draft or to exit without saving.
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Click "save as draft" from the pop-up.
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The invoice will be saved as a draft and you will be returned to the invoice homescreen.
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The draft invoice will appear in the the main invoice list.
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You can also scroll accross to view just your draft invoices.
How do my customers receive their invoice?
Can I edit the text of the email sent to my customer?
How do I know if my customer has received the email?
Can I send an invoice by WhatsApp or other IM services?
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Find the invoice you have sent.
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Click on the invoice to open it.
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Once the invoice is open, click the options icon in the top right corner.
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From the pop-up, choose the "Share Invoice" option.
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This will start the share function on your phone.
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Choose the app you want to share the invoice in and click send.
Can I resend a sent invoice to my customer?
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Find the invoice you have sent.
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Click on the invoice to open it.
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Once the invoice is open, click the options icon in the top right corner.
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From the pop-up, choose the "Share Invoice" option.
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This will start the share function on your phone.
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Choose your email client you want to send the invoice with.
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Your email client will open with a PDF copy of your invoice attached.
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Type your message.
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Click send.
What if I made a mistake on an invoice I have already sent to a customer?
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Go to the invoicing page.
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Scroll down to the invoice or use the search feature to find the invoice.
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Open the invoice.
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Tap the options icon in the top right corner of the page.
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Select the "mark as void" option at the bottom of the page.
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The invoice is now voided.
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Tap the options icon in the top right corner of the page.
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Select the "Duplicate Invoice" option at the bottom of the page.
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Make any changes required to the invoice.
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Hit send.
How do I know if my customer has paid an invoice?
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Go to the invoicing page.
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Scroll down to the invoice or use the search feature to find the invoice.
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Open the invoice.
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Tap the options icon in the top right corner of the page.
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Select the "mark as paid" option at the bottom of the page.
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The invoice will change state to paid.
How do I keep a track of my invoices?
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Paid (green)
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Unpaid (yellow) - We show you the number of days till it is due.
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Overdue (red) - We show you the number of days it is overdue.
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Draft (blue)
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Void (black)
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When the invoice is paid online, it will automatically convert to the paid state.
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If you mark the invoice as paid, it all conver to the paid state.
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Once the due date has passed, the invoice automatically go into the the overdue state.
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If you mark the invoice as void, it will conver to the void state.
How can I change my bank details?
Can I duplicate an invoice?
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Open any invoice from the invoive homescreen.
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Tap the more icon in the rop right of the screen.
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Select "duplicate invoice"option from the pop-up tab.
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All the fields in the invoice will be filled in with the same information.
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Change the due date for the invoice if required.*
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Change the customer if required.*
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Change or add any optional references to your invoice.
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Change your products/services from the items module if required (you can create a new item at this point).*
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Add or change an optional discount (the discount is on the entire invoice).
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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.*
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Add or change an optional note.
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Click send.
Can I send my customer just a payment link?
What if I don't want to accept online payments?


Does it cost to accept payments online?
Is there a minimum invoice amount to accept online payments?
How do I know if my customer has paid an invoice?
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?
How do I change my bank details?
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?
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?
How long is the payment link valid for?
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Go to the invoicing page.
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Scroll down to the invoice or use the search feature to find the invoice.
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Open the invoice.
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Tap the options icon in the top right corner of the page.
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Select the "mark as void" option at the bottom of the page.
How can I track my online payments?
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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