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Invoicing

Hopfact turns your days into a draft invoice. You check it, add what does not come from your hours, and finalise it.

The draft invoice

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Every month has a draft invoice. You do not have to make it: Hopfact works it out from your days and your rate.

  1. On the month, click the Invoice step at the top, or in Invoices, click that month's button, e.g. Finalise.
  2. Check who gets the invoice, the service period, the lines and the totals.
  3. Preview PDF shows you the invoice as it will look, with DRAFT across it.

Good to know

  • The draft follows the calendar. If you change a day, the draft changes with it, until you finalise the invoice.
  • A draft has no number, no payment QR code and no UBL yet.
  • Invoicing does not have to wait for a reviewed month or a signature. Hopfact does tell you if either is missing, or if the days have changed since the signed timesheet.

Rounding to half days

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With a day rate, Hopfact converts your hours into days. With Round to half days, each day line becomes a number of whole or half days.

  1. Open the assignment, click Edit and go to Rate.
  2. Under Per, choose per day. The Round to half days box appears; it is on by default.
  3. Check the Hours per working day: Hopfact divides your hours by it.

An example: 155.25 hours at 8 hours a day is 19.41 days. Rounded, that is 19.5 days. At €475 a day, the line comes to €9,262.50 excl. VAT. Below a rounded line, the draft shows that calculation.

Good to know

  • Hopfact rounds to the nearest half day. Exactly halfway goes up: 18.75 days becomes 19.
  • A line is at least half a day. So one hour on a Saturday with a surcharge becomes half a day.
  • Without an overtime arrangement, you never invoice more days than you worked: 180 hours over 22 days becomes 22 days, not 22.5.
  • Each line is rounded separately: the regular days, and each kind of day with a surcharge.
  • If you work fewer hours than your hours per working day, you invoice fewer days: 20 days of 7.5 hours at 8 hours a day becomes 19.
  • A change applies to drafts, not to invoices that are already final.

Surcharges and overtime

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If you get more for weekends, public holidays or overtime, you set that up in the assignment's rate.

  1. Under Surcharges, for Saturday, Sunday or Public holidays, choose a Percentage on top of the rate, an Amount on top of the rate or a Fixed rate. Hopfact immediately shows the rate for those days.
  2. For overtime, tick Charge overtime. Choose the Threshold (per week or per day), the Number of hours and the Overtime price.

Good to know

  • Each kind of day with a surcharge gets its own line, e.g. "Saturday work in November 2026".
  • If a day falls under two surcharges, the higher one applies. They are not added together.
  • Overtime goes on its own line, in hours. Pro rata is your day rate divided by your hours per working day.
  • A week for the threshold runs from Monday to Sunday, also across the end of the month. Every hour counts, weekends included.
  • With overtime, the cap on days worked no longer applies: four days of 10 hours, under a threshold of 40 hours a week, become 5 days.
  • You add a new rate from a given date in Rates on the assignment. If the rate changes during the month, each part gets its own line.

Extra lines

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Expenses, kilometres or anything else that does not come from your hours, you add yourself.

  1. On the draft, click Add a line.
  2. Fill in the Description, the Quantity, the Unit and the Unit price excl. VAT.
  3. Choose the VAT: 21, 12 or 6%.
  4. Click Add a line. The line appears below your hours, labelled Extra.

Good to know

  • As the unit, you choose piece, flat fee, km, day or hour.
  • An invoice has at most 20 extra lines.
  • A discount or a negative amount is not possible. If a final invoice is too high, credit it and invoice the month again: see Correcting after finalising.
  • Under the small business VAT exemption, an extra line gets no VAT.
  • An invoice with only extra lines and no days worked is not something you make in Hopfact.

Invoice date and the 15th

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The Invoice date follows the assignment's rule: by default the Last day of the service period, or the Day you finalise.

  1. If you want a different date for one invoice, change it on the draft.
  2. Use the default date takes you back to the rule.

The due date is the invoice date plus the payment term: the assignment's, otherwise the company's, otherwise your organisation's.

Good to know

  • You issue an invoice by the 15th of the month after your work at the latest. If the date is later, Hopfact warns you.
  • A date that is after both today and the end of the period is not possible. Nor is a date before that of your previous invoice in the same series: if you choose one yourself, Hopfact tells you from which date it is allowed.
  • If you invoice an older month after a newer one, Hopfact starts from the date of that newer invoice, and says so below the field. That date often falls after the 15th.

Finalising

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  1. On the draft, click Finalise, or the button to send straight away (see Invoice and send).
  2. The window shows the number the invoice will get, and what stands out in the month.
  3. Confirm with Finalise.

The invoice gets its number, and the month becomes Invoiced. You download it with Download PDF and Download UBL (Peppol).

Good to know

  • A number cannot be taken back. The lines, amounts and date are fixed from then on.
  • You cannot finalise without an IBAN, without the client's VAT number or, for a company, without an enterprise court. Nor can you while a timer is running in the month.
  • You set up your numbering under Settings › Numbering: the Pattern, the Number of digits, the Reset policy and the Next number. The year in the number comes from the invoice date.
  • Credit notes have a series of their own, on the same page under Credit notes. If you change nothing, your first credit note gets a number like CN-2026-001.
  • After your first invoice, the next number can only move forward. A refused attempt leaves no gap in your numbering.

Structured reference and payment QR

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Every final invoice has a payment block at the bottom: the amount, the due date, your IBAN, the payment reference and a QR code that your client scans with their banking app.

If you want a structured payment reference (OGM):

  1. Go to Settings › Organisation, to Structured payment reference.
  2. Tick Use a structured payment reference.

Good to know

  • The reference is made from the invoice number, e.g. +++000/2026/02280+++. Your bank and your accounting tool then match the payment to the right invoice.
  • It applies to the invoices you finalise from then on. Invoices that have already gone out keep their reference.
  • Without a structured reference, the payment reference is the invoice number.
  • The draft already shows the reference, but it is only fixed when you finalise.

Correcting after finalising

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A final invoice is corrected with a credit note. It credits the whole invoice, with the same lines and amounts. After that, you can invoice the month again.

  1. On the invoice, below the downloads, click Credit this invoice.
  2. Pick the Date of the credit note; it defaults to today. A Reason is optional and appears on the credit note.
  3. Leave Reopen August 2026 for a new invoice ticked if the month needs invoicing again. Untick it if the invoice should never have existed.
  4. Click Credit. The credit note is final at once, with a number from its own series, and the invoice becomes Credited.
  5. Send the credit note with the button in its block, under Earlier documents. It goes the same way as the invoice: over Peppol, to your accounting tool, or you download it and click Mark as sent.

If you reopened the month, it is back at Ready for review and the calendar is open. Fix what was wrong and finalise the new draft at the top. If you left it closed, Hopfact asks nothing more about it. With Reopen month, on the invoice or in Invoices, you can still invoice it later.

Good to know

  • A credit note cannot be taken back, any more than an invoice. Nor can you undo finalising.
  • Hopfact always credits the whole invoice. What was right, you invoice again.
  • The date is not before the invoice date and not after today.
  • A paid invoice can be credited too. Refunding is up to you: a credit note has no payment block.
  • While the invoice is on its way, you cannot credit it. Wait until it has arrived or is Not delivered.
  • If the invoice went over Peppol, your customer must also receive credit notes over Peppol. If they cannot, Hopfact says so, and you deliver the downloaded credit note yourself.
  • The new draft takes over the extra lines of the credited invoice.
  • If you change days in a reopened month, have the timesheet signed or sent again. If you change nothing, the signed version stays valid.
  • Without a credit note, you can undo Mark as sent and Mark as paid.

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