Wio Business: Invoicing User Guide & FAQs

Overview

The Wio Business Invoicing feature is a built-in invoicing tool that allows you to create, customize, send, and track professional digital invoices directly from your Wio Business app or web portal.

You can bill clients locally in the UAE or internationally across multiple currencies, automate payment tracking by linking incoming bank transfers, send automated payment reminders, and record offline cash payments—all in one place.

Key Benefits & Features

• 100% Free Invoicing: Create, download, and send unlimited digital invoices at zero cost.

• Multi-Currency Invoicing: Issue invoices in AED, USD, EUR, GBP, AUD, CAD, or CHF and link them directly to your matching Wio currency accounts.

• Automatic Payment Reconciliation: Easily link incoming bank transfers from your transaction feed directly to open invoices to keep your books balanced.

• Manual & Offline Payment Tracking: Record cash, external checks, or third-party transfers manually to track full or partial settlements.

• Instant Sharing & Delivery: Email professional PDF invoices directly to clients from the app, or share them via WhatsApp, Telegram, or other messaging channels.

• One-Tap Payment Reminders: Send quick payment reminder emails to clients for upcoming, unpaid, or overdue invoices.

• VAT & Tax Ready: Automatically include your UAE Tax Registration Number (TRN) and tax breakdowns on invoices for straightforward FTA compliance.

UAE Tax (VAT) Registration Setup

Under UAE tax regulations, businesses with an annual turnover exceeding AED 375,000 are legally required to register for VAT.

When you access the Invoicing tab for the first time, you will be prompted to confirm your tax settings:

• Annual Turnover Below AED 187,500: No tax registration details are required.

• Annual Turnover Between AED 187,500 and AED 375,000: Tax registration is optional. You can enter your TRN or choose to skip this step.

• Annual Turnover of AED 375,000 or Above: Entering your Tax Registration Number (TRN) and Tax Registration Date is mandatory before creating your first invoice.

Need to update your TRN later?
If your VAT status changes or you need to update your TRN after your initial setup, reach out to Wio Customer Care from your registered company email to update your business tax profile.

How to Add, Edit, or Delete Clients

Before creating an invoice, you can save client profiles to your directory for quick invoicing:

How to Add a New Client

1. Open the Wio Business app and tap the Invoices tab (or go to Services > Invoices).

2. Tap the plus icon (+) and select Add new client.

3. Select the Invoice Currency (e.g., AED, USD, EUR, GBP).

4. Fill in the client details:

• Company name (Mandatory)

• E-mail (Mandatory)

• Payment term (Mandatory — select due in 15, 30, 45, or 60 days)

• Tax/Vat number (Optional)

• Phone number (Optional)

• Address (Optional)

• Note (Optional)

5. Tap Save new client.

How to Edit or Delete a Client

• Uninvoiced Clients: You can edit or delete client details at any time from your client list.

• Invoiced Clients: For accounting and audit integrity, client profiles that are linked to existing issued invoices cannot be deleted or modified. To bill an existing client with new contact details, simply create a new client entry.

How to Create and Send an Invoice

1. Open the Wio Business app and navigate to Invoices.

2. Select an existing client from your directory or tap Add new client.

3. Choose the Payment Receiving Account (select the corresponding currency account for settlement).

4. Enter invoice details:

• Invoice date

• Due date (Optional — auto-populates based on the client’s payment terms)

5. Tap ITEM to add products or services:

• Name of item

• Select goods or services

• Unit (e.g., Days, Hours, Kilograms, Meters, Pieces)

• Price/rate and Quantity

• (You can add multiple items to a single invoice)

6. (Optional) Tap the pencil icon to upload your Company Logo or add a Note (such as payment instructions or foreign exchange notes).

7. Review the financial summary (Subtotal, TAX, and Invoice Total).

8. Tap Next to review your finalized invoice.

9. Choose how to deliver:

• Swipe to Send: Emails the invoice directly to the client's email address.

• Share: Send the invoice PDF via WhatsApp, Telegram, or email.

• Save as a draft: Save the invoice to edit and send later from your saved drafts.

How to Manage, Edit, and Delete Invoices

How to Edit an Unpaid Invoice

You can modify an unpaid invoice if corrections are needed:

1. Go to Services > Invoices (or the Invoices tab).

2. Select the invoice and tap the three dots (⋮) in the top right corner > select Edit Invoice (or swipe right-to-left on the invoice).

3. Update the payment date, receiving account, items, logo, or notes.

4. Enter the Reason for Invoice Changes and save your changes.

Note on Invoice Numbers: Invoice reference numbers are generated sequentially by the system to maintain accounting consistency and cannot be manually edited.

How to Delete an Unpaid Invoice

• Select the unpaid invoice, tap the three dots (⋮) > select Delete Invoice, and confirm.

How to Delete a Paid Invoice (Unlinking Payments)

For audit compliance, the app does not allow direct deletion of invoices marked as Paid. If an invoice was marked paid by mistake:

1. Open the paid invoice and navigate to the Payments section.

2. Tap the link/trash icon next to the attached payment and select detach payment.

3. Once the payment is unlinked, the invoice status returns to unpaid/overdue.

4. Tap the three dots (⋮) > select Delete Invoice to permanently remove it.

How to Send Invoice Reminders

Keep cash flow on track by sending quick payment reminders for unpaid or overdue invoices:

1. Open the Wio Business app and tap the Invoices tab.

2. Locate and select the unpaid or overdue invoice.

3. Tap reminders > select Send reminder to client.

4. Review the reminder email summary and tap Send Reminder.

5. Swipe to send to dispatch the reminder email directly to your client.

How to Link Payments to Invoices

Keep your accounting up to date by connecting invoice records with incoming payments:

Option A: Link an Existing Bank Transaction

1. Open the Invoices tab and select the relevant invoice.

2. Under Payments, select Link an existing transaction to an invoice.

3. Choose the matching transaction from your account history.

4. Confirm the selection. The invoice status will update automatically to reflect the payment (including partial payments).

Option B: Add a Manual (Offline) Payment

If your client paid via cash, external check, or an outside account:

1. Open the invoice and tap Payments > select Add payment manually.

2. Select the payment method (e.g., Cash, Bank Transfer).

3. Enter the payment date, amount received, and optional notes.

4. Tap Confirm. The payment will be logged against the invoice balance.

Frequently Asked Questions (FAQs)

Are Wio Business invoices free to create and send?

Yes. Creating, downloading, and sending digital invoices through Wio Business is completely free.

Can I issue invoices in foreign currencies?

Yes. Wio Business supports multi-currency invoicing in USD, EUR, GBP, AUD, CAD, CHF, and AED. When creating a client profile, select the desired invoice currency and link it to your matching currency account.

Can I include an exchange rate on a foreign currency invoice?

Invoices display amounts in the selected billing currency. If you need to specify a fixed exchange rate for your client, you can include it in the Note section of the invoice.

Can I link multiple partial payments to one invoice?

Yes. You can link multiple bank transactions or manual cash payments to a single invoice until the total balance is fully settled.