Sending

For each assignment you choose how the invoice leaves: download only, to your accounting tool or via Peppol. Hopfact then shows whether it arrived.

Three sending methods

On each assignment, under Rate, you choose the Send method:

Download only: Hopfact sends nothing. You download the PDF or the UBL and send it yourself.
To my accounting tool: the invoice goes by email to your own accounting tool, which processes it from there.
Over Peppol: the invoice goes straight into your client's bookkeeping.

Good to know

A new assignment chooses for itself: Peppol if your company is verified for it, otherwise your accounting tool if you entered an address for it, otherwise download only.
An existing assignment never changes by itself. If you later enter an address or verify Peppol, change the send method yourself.
With Peppol, the form checks whether the company you invoice can be found on Peppol. For now, Peppol only works for Belgian recipients.
You can always download, whatever the send method.

To your accounting tool

Go to Settings › Organisation and, under Accounting tool, fill in the Accounting tool e-mail address. Your accounting tool gives you that address.
On the assignment, choose the send method To my accounting tool.
On a final invoice, click Send to accounting tool.

Good to know

The email has one attachment: the UBL, with the PDF inside it. That way, your tool does not book the invoice twice.
The button puts the email in the queue. If it does not go through straight away, Hopfact tries five more times, over a few hours.
"Sent" here means: arrived in your accounting tool. Whether your tool passes the invoice on to your client is something you set up in your tool.

Activating Peppol

With Peppol, Hopfact sends your invoice straight into your client's bookkeeping. For this, Hopfact works with Recommand, a Peppol service.

Go to Settings › Organisation, to the Peppol card.
Click Activate Peppol. Your company is registered with Recommand.
Click Verify your company. On Recommand's page, an authorised representative of your company confirms their identity. If that is not you, forward the link.
As soon as the check is done, it says Verified.
Set the assignments that should go via Peppol to the send method Over Peppol.

Good to know

Hopfact never sees your identity document.
With Copy to my accounting tool with Peppol, a copy goes to your accounting tool after each delivery, with "do not send again" in the subject. It is on by default if you entered an address.
Hopfact only sends. You arrange receiving invoices elsewhere: see Receiving invoices via Peppol.

Invoice and send in one click

When your month is ready, you finalise the invoice and send it in one click.

On the draft, click Invoice and send via Peppol or Invoice and send to your accounting tool.
The window shows the number, who it goes to, the amount incl. VAT and what stands out. See the preview PDF first lets you take one more look.
Click Invoice and send.

Good to know

The button only appears once the month is ready: signed by your client, or reviewed (or sent without a signature) if your client does not sign.
With Download only there is no button: you finalise the invoice and send it yourself.
With Peppol, Hopfact first checks that you and your client can be reached, before the invoice gets its number.
If the invoice is final but did not go out, Hopfact tells you why, and you send it later with the usual button.

Following what happens to your invoice

In Invoices and on the invoice, you see what is happening:

On its way: the invoice has left, but there is no confirmation yet.
Sent: it arrived, with the date alongside.
Not delivered: it did not arrive. Hopfact says why, e.g. that the mailbox refused the email.

With Not delivered:

Fix what the reason says, e.g. a wrong email address.
Click Resend, or with Peppol, Send over Peppol again.

Good to know

Hopfact asks first if the invoice has already arrived or is still on its way, so your client does not get it twice.
You cannot send an invoice again once it has arrived via Peppol.
If sending still fails after every attempt, you get a notification in the app and an email.
You follow a credit note on the invoice screen, in its block under Earlier documents, with the same buttons.

Sent yourself or invoiced outside Hopfact

Not everything has to go through Hopfact.

You sent the invoice yourself. With Download only, click Mark as sent on the invoice. With another method, the button is called Sent outside Hopfact.
You invoiced the month outside Hopfact. In Invoices, below that month's button, or on the invoice, below Finalise, click Invoiced outside Hopfact and confirm with Mark. Hopfact then makes no invoice for it and asks nothing more about it, not even in your morning email.

Good to know

Undo the mark on the invoice reverses the send. That is no longer possible once the invoice has since arrived through Hopfact.
Marking a month as invoiced outside Hopfact is only possible as long as there is no final invoice. You undo it in Invoices, on the month or on the invoice.
In Invoices, the Invoice column then shows Outside Hopfact.
Such a month does not count in your figures on the overview.

Receiving invoices via Peppol

Since 1 January 2026, every Belgian company must be able to receive invoices via Peppol. Hopfact only sends: you arrange receiving with a Peppol provider, e.g. your accounting tool.

Check with your accounting tool how to turn on Peppol receiving, and do it.
Hopfact regularly checks whether your enterprise number is in the Peppol directory. As soon as it is, the notice on the overview disappears by itself.

Good to know

The notice stays as long as your company cannot be found. You cannot dismiss it.
In the Peppol card under Settings › Organisation, you see when Hopfact last checked.
Activating Peppol in Hopfact changes nothing about where you receive invoices today.

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