Getting started

You set up your organisation, add a client and create an assignment. The choices in that assignment decide how your month, your timesheet and your invoice work.

Setting up your organisation

Hopfact is in closed beta. You get in with the email address your invitation was sent to; another address will not work.

Click the button in the invitation and sign in with that address.
You land on Welcome! Set up your business. Enter your VAT number and click Look up: Hopfact fetches your name and address from VIES. Give them a quick check.
Choose your Legal form and, for a company, the Enterprise court (RLE) and the Division. A sole proprietorship leaves these empty.
Under Bank details, enter your IBAN. It goes on every invoice, with the payment QR code.
If your accounting tool has its own email address for invoices, enter it in Accounting tool e-mail address. You can also do this later.
Under How do you keep your time?, choose between Per day in a calendar and With a timer.
Tick the box to agree and click Create organisation.

Good to know

The legal form is set to BV (private limited company) by default. If you leave it like that without an enterprise court, you will not be able to finalise an invoice later. The overview keeps reminding you.
You can change everything you enter here later under Settings › Organisation. That is also where your logo is.
Your invoice numbering is under Settings › Numbering; if you change nothing, your first invoice gets a number like INV-2026-001.

Adding a client

In Hopfact, a client is a company: the end client you work at, or the agency you invoice.

Go to Companies and click New company.
Enter the VAT number and click Look up. The name and address come from VIES.
Check the Document language: this company gets its invoice and timesheet in that language. Hopfact suggests a language based on the postcode or on VIES.
If you invoice this company, enter under Email addresses for timesheets who receives your timesheet, one address per line.
Click Create company.
On the company's page, use Add contact to add the people who sign your timesheet.

Good to know

You can save a company without a VAT number, but you can only finalise an invoice to that company once the number is there.
You choose the signer of your timesheet from the end client's contacts. So create them before you create the assignment.
Reminders to signers are also set here, per company. See Reminders.

Creating an assignment

An assignment is what you fill in and invoice each month: one end client, a start date and a rate.

Go to Assignments and click New assignment.
Under Where do you work?, choose the End client, and whether you work through an intermediary.
Fill in the Start date, and the End date if you know it.
Under Time registration, choose the Input, and under Timesheet, the Timesheet type.
Under Rate, enter your rate and choose the Send method.
Click Create assignment.

Good to know

You do not create a company from the assignment: create it first under Companies.
Choose the end client, and whether there is an intermediary, first. If you change them later, Hopfact resets the timesheet choices to their defaults.
The assignment's page shows its Months at the top, with a summary of its settings below. To change something later, click Edit: that opens the form above, along with Delete assignment.
A new rate from a given date is something you add later, in the Rates table on the assignment's page.

Direct or through an agency

Whether you work directly for your client or through an agency decides who gets the invoice and what happens to your timesheet. Hopfact picks the defaults; you can change all of them.

No, directly for the end client: the invoice goes to the end client. The Timesheet type is set to Without the client's signature, and I sign as well is off.
Yes, through an intermediary: the invoice goes to the intermediary. The timesheet is set to Have the client sign: the end client signs, and you sign as well.

Good to know

If you have the client sign, the assignment needs a Signer, chosen from the end client's contacts.
By default, the timesheet is in the end client's document language, and the invoice in that of the company you invoice.
What each kind of timesheet does is explained under Three kinds of timesheet.

Per day or per hour

Under Per, you choose per day or per hour. Either way you enter hours; the invoice converts them.

Enter the Rate (€, excl. VAT) and choose Per.
Enter the Hours per working day: the length of a full day, 8 by default.
With a day rate, leave Round to half days on if you invoice in whole and half days.

Good to know

Per day: days = hours ÷ hours per working day. 155.25 hours at 8 hours a day is 19.41 days, rounded to 19.5. See Rounding to half days.
Per hour: you invoice the hours as they are in the calendar.
Surcharges for weekends and public holidays, and overtime, are set under the same Rate. See Surcharges and overtime.

Getting started on the overview

Until you have set everything up, the overview shows the Getting started card with five steps. A step ticks itself off as soon as what it asks for is in place; a click takes you to the right page.

Your business details: your IBAN, and for a company, the enterprise court.
Your first client: a company.
Your first assignment: with a signer, if your client signs.
How your invoices leave: Peppol verified, or your accounting tool's address filled in.
Your first month reviewed: a month reviewed, or a first invoice made.

Good to know

The card disappears by itself once the five steps are done. You cannot dismiss it.
While the card is there and nothing is waiting on you, the overview hides Waiting on you.

Can't find what you're looking for? Use Feedback in the app's menu.