How does invoicing hours work in WeFact?
WeFact is an invoicing package. Clients are called debtors; an invoice belongs to a debtor and has lines with a quantity, a price, a description and a VAT rate. Numbering, payment term, invoice template and the e-mail you invoice with are set in WeFact.
Invoicing hours is nothing special there: a line of, say, 6.5 hours at your hourly rate. What you do have to arrange is that the right hours end up on the right invoice. That's the step a connected time tracker takes off your hands.
WeFact also tracks whether an invoice is paid and supports credit invoices. You correct a sent invoice with a credit invoice, not by editing the old one.
What do you set up before the first invoice?
A few things you set once in WeFact. After that you only review each invoice.
| Item | Why |
|---|---|
| Debtors with address and e-mail | WeFact e-mails the invoice to the debtor's address. |
| VAT rates | Each line gets a rate: 21%, 9%, 0% or reverse-charged. |
| Invoice template | Your logo, company details, IBAN and payment term. |
| Invoice e-mail text | The text your client receives with the invoice. |
| Agreement on line detail | A line per task or per day, with a short description. |
Pick line detail your client understands without explanation. A line ‘Homepage design, 4 hours’ raises fewer questions than ‘Work in October’.
Step by step: hours from Half5 into WeFact
Half5 creates the draft in WeFact, and from Half5 you can send it through WeFact.
- Connect WeFact under Integrations. You paste your WeFact environment's security code (API key) into Half5 and add the IP address Half5 shows to WeFact's IP allowlist. Half5 walks you through it.
- Half5 fetches your debtors as clients. New clients you create in Half5 are added to WeFact as debtors.
- Mark each activity ‘Billable’ or ‘Non-billable’, with its own ‘Hourly rate’ where needed.
- Your team logs hours. With ‘Approve hours before invoicing’ on, only approved hours are included.
- Open the report, filter by period or client and choose ‘Create draft invoices from report’. Half5 makes one draft per client with the billable hours not yet invoiced.
- The draft appears in WeFact right away, with description, quantity, price and VAT rate on each line. Change it in Half5 and Half5 replaces the lines of the WeFact draft.
- Send with ‘Send via WeFact’: WeFact e-mails the invoice to the debtor. Or choose ‘Finalize’ if you send it yourself; the invoice then gets the sent status in WeFact.
What syncs and what doesn't?
Debtors sync both ways. You create invoices in Half5; WeFact sends back the invoice number and status. Ledger accounts and projects don't sync.
- Rides and leave never become invoice lines.
- Hours on an activity marked ‘Non-billable’ stay off the invoice.
- Lines you change in the draft in WeFact don't flow back to Half5. If you then edit the draft in Half5, Half5 overwrites them.
| Data | Syncs? | Note |
|---|---|---|
| Debtors | Yes, both ways | Clients in Half5 and debtors in WeFact stay aligned. |
| Draft invoice | Yes, Half5 to WeFact | With lines and VAT rate. |
| Sending | Yes | By e-mail through WeFact, or marked as sent. |
| Credit invoice | Yes, Half5 to WeFact | ‘Credit invoice’ on an invoice in Half5 creates a credit invoice in WeFact. |
| Invoice number and status | Yes, WeFact to Half5 | The number WeFact assigns and the status (sent, paid) show up in Half5. |
| Paid | Yes, both ways | Status ‘Paid’ in Half5 marks the invoice paid in WeFact, and a payment recorded in WeFact sets the invoice to ‘Paid’ in Half5. |
| Ledger accounts | No | An activity's ‘Ledger account’ isn't sent to WeFact. |
| Projects | No | The project name can still appear in the line description. |
How do you correct a sent invoice?
You don't edit a sent invoice. In Half5 choose ‘Credit invoice’ on it; the credit invoice appears in WeFact, linked to the original. Then make a new invoice with the right hours if needed.
For foreign clients, check the VAT rate before sending. Half5 picks it from your country and the client's; for a business client in another EU country that's 0% with VAT reverse-charged, and the client's VAT number has to be filled in.
How Half5 does it
Half5 connects to WeFact with WeFact's security code and IP allowlist. Debtors sync. ‘Create draft invoices from report’ makes one draft per client with the billable hours not yet invoiced (with approval on, only ‘Approved’ ones) and puts it in WeFact.
You send with ‘Send via WeFact’ or ‘Finalize’. A credit invoice and the status ‘Paid’ carry through to WeFact; invoice number and payment status come back. Ledger accounts and projects don't sync. Which hours are billable is covered in Billable hours; the whole process in Invoicing from hours.
Frequently asked questions
The WeFact connection doesn't work. What's usually wrong?
Almost always the IP allowlist or the security code. Check that the IP address Half5 shows is saved in WeFact and that you pasted the right security code.
Why is an hour missing from the draft?
Usually the activity is ‘Non-billable’, the hour was already invoiced, or it isn't approved yet while ‘Approve hours before invoicing’ is on. Filter the report on approval and invoice status.
Which template and e-mail does WeFact use?
The ones set in your WeFact environment. Half5 supplies the lines; layout and e-mail text come from WeFact.
Can I send per-activity ledger accounts to WeFact?
No, the WeFact integration doesn't sync ledger accounts. To book revenue per type of work, set that up in WeFact or use a package where it's supported, such as Moneybird or e-Boekhouden.
How do I record a payment?
In one place. Record it in WeFact and the invoice shows as ‘Paid’ in Half5 after the next sync. Set the status to ‘Paid’ in Half5 and Half5 marks the invoice paid in WeFact too.
