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Topics · The calendar

The calendar

For each assignment you fill in what you worked, month by month. You change what was different and review the month; the timesheet and the invoice follow.

Opening a month

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Each assignment has a calendar for every month. You open it in one of these ways:

  1. Go to Assignments, choose the assignment and click This month. If last month has not been reviewed or sent yet, the button reads, for example, Finish October 2026 and takes you to that month. If the assignment has ended, it reads, for example, Open August 2026: the last month. To pick another month, use Months on the same page.
  2. Or, on the overview, click the client's name in the November so far card.
  3. Or, in Invoices, click Open or Check next to the month.

The arrows beside the title take you to the Previous month and the Next month. Below them are the month's three steps, Timesheet, Invoice and Payment, each with where it stands. Clicking Invoice takes you to that month's draft invoice, and clicking Timesheet brings you back to the calendar.

Good to know

  • You can open every month from the start of the assignment up to next month, or up to the end of the assignment if that comes sooner.
  • If nobody opens last month, Hopfact does it itself, in the morning of the first working day of the new month.

Working days and public holidays

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If Pre-fill the working days in the month calendar is on for the assignment, every working day gets your Hours per working day when the month opens. You then only change what was different.

  • A working day is Monday to Friday, except a Belgian public holiday.
  • Public holidays are light blue and show their name; the weekend is grey.
  • Pre-filled hours are grey; what you typed yourself is black.
  • Above the calendar is the total, e.g. 19.5 days · 156 hours. Each row ends with that week's total.

Above the calendar, next to the total, are two buttons:

  1. Fill every workday puts your hours per working day on every working day, including where you typed something else. Weekends and public holidays stay as they are.
  2. Clear all empties the whole month, weekends included. If notes would be lost, Hopfact asks first.

Good to know

  • The public holidays are the ten statutory ones: New Year's Day, Easter Monday, Labour Day, Ascension Day, Whit Monday, National Day, Assumption Day, All Saints' Day, Armistice Day and Christmas Day. Hopfact does not count regional holidays.
  • Pre-filling happens once, when the month opens. If you change the hours per working day afterwards, months that are already open stay as they are.
  • Working at the weekend or on a public holiday is allowed. You get a warning for it, and a surcharge if you agreed one.

Changing hours and half days

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You always enter a day in hours, even with a day rate. So a half day is half your hours per working day, e.g. 4.

  1. Click a day and type the hours, e.g. 7.5. Empty or 0 means you did not work.
  2. Tab takes you to the next day. Hopfact saves as soon as you leave a day.

For a range of days at once:

  1. Drag from the first day to the last. Or click the first and Shift-click the last. On a phone, press and hold a day for a moment, then drag.
  2. Choose Fill (8 h) to give the working days in the range your hours per working day, or Clear to empty the whole range.
  3. Cancel or Esc lets go of the range.

Good to know

  • A day counts between 0 and 24 hours, in quarter hours: 7.25 is fine, 7.1 is not.
  • Fill (8 h) skips weekends and public holidays; Clear does clear them.
  • Half days only exist on the invoice, with Rounding to half days.

Notes on a day

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On each day you worked, you can add a short note, e.g. what you worked on that day. It goes on the timesheet.

  1. On the assignment, under Timesheet, choose a timesheet with the Layout List (portrait, per day worked).
  2. Below the calendar, Notes per day appears, with a field for each day worked.
  3. Type your note. Hopfact saves as soon as you leave the field.

Good to know

  • A note is at most 200 characters long and belongs to a day with hours. If you clear the hours, the note goes with them.
  • Notes only appear on the list timesheet, not on the grid and not on the invoice.
  • An emoji or a tick mark cannot go on the PDF. Stick to plain text.

Reviewing the month

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Reviewing says the month is right. The timesheet and the invoice come after that.

  1. Go over the month: the days, the total and the week totals.
  2. Below the calendar, under Timesheet, click Month checked. At the top, the Timesheet step then reads Checked.

When you send the timesheet and when you invoice, Hopfact shows what stands out:

  • work at the weekend or on a public holiday;
  • more than 12 hours on one day, across all your assignments together;
  • work for more than one assignment on the same day, adding up to more than a day;
  • overtime, if you charge for it;
  • more days worked than working days.

Good to know

  • If you change a day or a note afterwards, the month is no longer reviewed and the button is back. Clicking a day without changing anything does not count.
  • Not reviewing holds nothing back. Your timesheet and your invoice then use the days as they stand in the calendar now, and Hopfact says so. The month does keep asking for Check in Invoices.
  • More than 24 hours on one day, across all your assignments together, does hold back the timesheet and the invoice.
  • You cannot review an empty month.

Correcting a month

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As soon as your timesheet is out for signature, or the month has been invoiced, the calendar is locked. If something still has to change, click Correct. What happens then depends on the badge:

  • Awaiting signature: you confirm with Correct anyway, and the request to your client is withdrawn. The link in the email stops working, and the signer is not told. The month goes back to Ready for review; after your change, you send a new version.
  • Signed: you confirm with Correct anyway, and the month goes back to Ready for review. The signed version stays valid until you send a new one, and that one has to be signed again.
  • Invoiced or Sent: there is an invoice already, and it is corrected with a credit note. Go to the invoice screen takes you there. Credit the invoice and reopen the month: the calendar is then open again. See Correcting after finalising.

Good to know

  • If your client rejects the timesheet, you do not need to correct: the calendar opens again straight away. See If your client declines.

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