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Signing

Hopfact turns your month into a timesheet. Your client signs it online, without an account, and you see when that happens.

Three kinds of timesheet

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On each assignment, under Timesheet, you choose the Timesheet type:

  • Have the client sign: your client signs the timesheet online. You choose a Signer from the end client's contacts. Only once it is signed can you invoice in one click.
  • Without the client's signature: you send the timesheet as a PDF to the timesheet addresses of the company you invoice. Nobody needs to sign.
  • No timesheet: just an invoice.

Good to know

  • Through an intermediary, the assignment is set to have the client sign by default; when you work directly, to without a signature.
  • With I sign as well, your signature also goes on the timesheet, in the "For approval" block.
  • Share the audit trail also sends your client who did what and when, along with the signed timesheet. You always get the audit trail.

Sign and send

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  1. Open the month and review it.
  2. In the Signing block, click Sign and send. If you do not sign as well, the button is called Send for signing.
  3. The window shows who the request goes to and in which language, the month's total and what stands out. With I sign as well, you also see your own signature.
  4. Click Send.

Your signer gets an email with a "View and sign" button. On the month, you see when the request went out and when it was opened. The badge becomes Awaiting signature.

Good to know

  • You set up your signature under Settings › My signature: Draw it myself, or your name in handwriting.
  • The month does not have to be reviewed, and it can also go out halfway through the month.
  • The timesheet is fixed as soon as it goes out: you can no longer change the calendar without correcting.
  • If your client replies to the email, the reply goes to your organisation's contact address.

What your client sees

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Your client does not need an account. The link opens a page in the signer's language, with the timesheet as an image and a button to download it as a PDF.

  • To sign, your client fills in Your name, ticks I approve this timesheet and clicks Approve. Anyone who would rather sign with a finger or the mouse chooses Rather draw it yourself?.
  • To decline, your client clicks Reject and writes why.

Good to know

  • After signing, the signer gets the signed PDF by email, and so do the timesheet addresses of the company you invoice.
  • You get a notification and an email with the signed timesheet and the audit trail. The badge becomes Signed, and your invoice is ready.
  • The link does not expire by itself.

Reminders

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If your client does not sign, Hopfact sends reminders itself. You set them per company, on the end client's page, under Reminders to signers.

  1. Leave Remind automatically on.
  2. Choose after how many working days the first reminder goes out (3 by default). That is also the time between the ones after it.
  3. Choose the Maximum number of reminders (2 by default).

With those defaults: sent on Monday, a reminder on Thursday and on the Tuesday after, and on Friday you get a notification.

Good to know

  • Reminders go out at 9 am on working days, not at weekends and not on public holidays.
  • Each reminder has a new link; the old ones keep working.
  • When the reminders have run out, or are turned off, you get a notification to get in touch yourself.
  • They stop as soon as the timesheet has been signed, rejected, revoked, corrected or invoiced.

Changing the signer or revoking the link

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If the timesheet is with the wrong person, or the email address was wrong, you can choose another signer while it is awaiting a signature:

  1. On the month, click Change signer.
  2. Choose the Contact, or add one.
  3. Leave Also for the following months on if that person signs from now on.
  4. Click Send to Lies Maes, with the name you chose.

If you want nobody to sign any more, click Revoke link. The month goes back to Ready for review, and you then send a new version.

Good to know

  • The old link expires, and the new person gets a new version with a new link. The reminder count starts again.
  • You can choose the same person, e.g. after you have corrected the email address.
  • On a signed timesheet, Revoke link only makes the link expire. The signature stays.

If your client declines

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If your client declines, you get a notification and an email with the reason. On the month, the badge reads Rejected, with the reason below it.

  1. Change the days. The calendar is open again straight away; there is no need to correct.
  2. Click Send again. Your client gets a new version with a new link.

Good to know

  • If someone else should sign, choose another Signer on the assignment before you send again.
  • You can still download the rejected version on the month.

A timesheet without a signature

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With Without the client's signature, you simply send the timesheet on.

  1. On the month, click Send timesheet.
  2. The window says which addresses it goes to. Click Send.

Good to know

  • The timesheet goes to the Email addresses for timesheets of the company you invoice: the intermediary, if there is one. Without addresses, you cannot send.
  • The month does not change because of it: you can keep making changes and send again, even after invoicing.
  • If you change the days after sending, the month says so.

Signed outside Hopfact

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If your client signed on paper or in an agency's portal, you tell Hopfact. The month then counts as signed and is ready to invoice.

  1. In Invoices below that month's button, or on the month itself below Sign and send, click Timesheet settled outside Hopfact.
  2. Confirm with Mark.

Good to know

  • You can do this as long as the timesheet is not out for signature. If it already is, revoke the link first.
  • You undo it on the month, as long as the month has not been invoiced. If you later send the timesheet for signing after all, the mark lapses.
  • In Invoices and on the month, the timesheet then shows Outside Hopfact.

Verifying a document

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Every signed timesheet and audit trail refers to hopfact.be/verify at the bottom. There, anyone can check whether a PDF is exactly what was signed.

  1. Open hopfact.be/verify.
  2. Choose the PDF file.
  3. You see whether it is identical, whether the timesheet has since been replaced by a newer version, or whether it was not found.

Good to know

  • The file does not leave your computer: only a fingerprint goes to Hopfact.
  • The audit trail is a separate PDF with who did what and when: created, sent, opened, signed. You download it on the month with Audit trail.

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