Category: Help

HireHop has a very powerful document engine, enabling you to make professional and amazing looking documents, however even though it is powerful, it is very easy to use.

Documents are all standard HTML, and fully support CSS and JavaScript, even when HireHop converts them to a PDF.

There are numerous standard templates available, and every template can be customised if you are a paying HireHop subscriber.

Document Types

A document will only be available in certain appropriate places in the software, and in certain circumstances, for example a Job Quote document will only appear when you are in a job, and not when in Stock Management or a Project.  Another example is a job invoice document will only appear when an authorised invoice is selected in the Billing tab, so if the invoice is not authorised, the invoice document will not appear.

Document Templates

In Settings->Documents, you can add a new template document or edit existing documents.  All template documents have a padlock icon on the grid row, but if you edit one, it creates a copy as new document.  Template documents (the ones with padlock icons) are fine to delete as you can always easily add them back again.  Documents without the padlock icon are custom documents and cannot be retrieved once you delete them, so it is advised to keep backups.

Editing a Document

HireHop does have an inbuilt HTML editor, however this is very basic and it is recommended to use the “Source” view as much as possible.

HireHop documents have merge fields which are prefilled with the appropriate data by HireHop when you print, download or email a document.  The list of fields and explanation on how to use them can be found at https://myhirehop.com/modules/docmaker/fields.php.

Interfacing With The API

Instead or as well as using merge fields, documents in HireHop can also talk with the HireHop API, and pull data raw straight from the software.  Please note that this will not work for shared link documents for security reasons.  HireHop documents can also communicate with third party APIs and even load and use JavaScript frameworks.

As an example of a document getting its data using the API, copy the code from the document at https://myhirehop.com/docs/job_info.html, and paste it into a job document.  The output is not very interesting, it is just a dump of data received from the server using the API.

You can also post (send) data in a document, which is what the signature request document does.  Another example is the code below, so when you print or email a quote document, by adding the code below into the quote document, it will automatically create an archive every time the document is opened in a new tab, downloaded as a PDF or emailed as a PDF.

<script>
	// Save the supplying list as a quote once the document has finished loading
	window.onload = function() {
		var http = new XMLHttpRequest(),
		    job_id = document.getElementById("number").textContent,
		    now_str = (new Date()).toLocaleDateString(),
		    params = "job=" + job_id + "&desc=" + encodeURIComponent("Quote sent - " + now_str);
		http.open("POST", "/php_functions/archive_insert.php");
		http.setRequestHeader("Content-type", "application/x-www-form-urlencoded");
		http.send(params);
	}
</script>

Documents as PDFs

HireHop uses two engines to render documents as PDFs, being Chromium, which is used by Google Chrome and Microsoft Edge, or WebKit which is the base for the Apple Safari browser.  WebKit is far older and not maintained anymore, and does not support HTML5 as well as Chromium does, however it is a lot faster when creating PDF documents due to its simplicity, so if it looks fine using Webkit, it is advised to that.

Document Stationery

When printing or emailing PDF documents with HireHop, you can add stationery that the document will be overlaid onto.  Stationery is uploaded as PDF files in Depot Management, and so it is different for each depot (including virtual depots).

The stationery pages get added to each applicable page of a document, and the last stationery page is then repeated for all remaining document pages.  As an example, with a one page stationery document, it will be placed behind every page of the document.  If the stationery is a two page PDF, the first page of the stationery will appear behind page one of the document, and the second page behind page two, and all other subsequent document pages.  Stationery can have as many pages as you want.

How Do HireHop and QuickBooks Integrate?

HireHop can produce your invoices, credit notes, payments and purchase orders.  HireHop also has an address book that contains customers and suppliers, as well as jobs where the customer is unique and not in the address book.  HireHop also keeps track of what has been paid and credited against invoices, as well as the balance of a customer’s account.

QuickBooks needs these invoices, credit notes, payments, purchases orders and contacts created in HireHop for bookkeeping purposes. With our integration working seamlessly behind the scenes, HireHop tells QuickBooks when they are created or updated so you don’t have to. In turn, HireHop needs to know what payments or credits have been applied in QuickBooks so that it can register invoices as being paid or not.

What Data Does HireHop Send To QuickBooks?

There are two modes to synchronize data between HireHop and QuickBooks – being live or buffered:

• In live mode, as soon as you create or edit an invoice, credit note, payment, or purchase order, it is immediately sent to QuickBooks.
• In buffered mode they are all kept in a buffer until such time you which to synchronize data between HireHop and QuickBooks.  Any invoice, credit note, purchase order or payment that fails to sync with QuickBooks in Live Mode will automatically be put into the buffer for a manual sync.  All buffered invoices and credits can be viewed in the Invoices to be Exported report.

HireHop invoices are sent to QuickBooks once the status has been changed to Approved or above.  If an Approved invoice is edited, it is re-sent to be updated in QuickBooks.  The same goes for Purchase Orders, Credit Notes and Payments.

All new contacts used in invoices and purchase orders are automatically sent to QuickBooks from HireHop.

In QuickBooks, an entry in the address book can’t be both a customer and supplier, therefore, as this feature is available in HireHop, when this happens, HireHop will create two entries in the QuickBooks address book, one for the customers address book, and one for the supplier address book.

Once you have synchronized or connected HireHop to QuickBooks, QuickBooks will authorise this connection for 3 months, after which time HireHop will prompt you to reconnect the next time a connection is needed.

What Data Does QuickBooks Send To HireHop?

Contacts are imported from QuickBooks into HireHop in Settings, enabling you to import only the contacts that you need so that your address book doesn’t become cluttered.

When a payment or credit note is applied to an invoice within QuickBooks, they are sent over to HireHop and registered to the corresponding invoice. The invoice status is then automatically marked as having been paid or not.

How To Setup QuickBooks With HireHop

• In HireHop Settings click the Accounts tab.
• In the Accounts click the New button on the right of the Accounting Packages table at the bottom of the screen, and a new accounts package window will open.
• Click the first option that is titled “Integrate with“, and select “QuickBooks“. You can then set prefixes and start numbers for invoices, credit notes and purchase orders. You can also choose to buffer transactions and sync them when you decide, instead of having live and automated updates. Click the Next button to move on.
• The “Accounts” page enables you to enter nominal codes and banks accounts.  Click the Synchronize button and HireHop will import all bank accounts and nominal codes from your QuickBooks account.  You should delete all the ones you won’t use in HireHop (you can add them back later). There will be one bank account and two nominal codes in bold, these are your defaults that can be changed.  The defaults are the ones selected when you don’t assign a nominal to an item. Once finished, click Next.
• The next page is your “Tax codes”, again click the Synchronize button and HireHop will import them from QuickBooks.  Again you can edit and change the defaults from the automatically set ones. Once finished, click Next.
• Lastly is the “Contacts” page. You don’t have to import these, but if you do, you can match ones that are already in HireHop,  import others and delete the ones you won’t use.  Once finished click the Save button.

You will now see QuickBooks in the Accounting Packages table and some red flashing “Assign” buttons.  As HireHop can support multiple accounting packages in the same installation, different ones for individual depots or groups of depots, you have to set which depots use this version of QuickBooks.  Also HireHop has tax and nominal groups, again, these need to be assigned to QuickBooks ones.

• Click the Assign button next to the “Accounting packages” table, click on the depot and select “QuickBooks” and then click the Save button.  If a depot is not set, it will use the default accounting package, if a virtual depot is not set, it will use the parent depot’s accounting package.
• Click the Assign button next to the “Nominal groups” table, click on the QuickBooks row and each column to assign a nominal code to a nominal group. Once finished, click the Save button.  Any nominal group not set will resort to the default revenue or expense nominal code.
• Lastly, click the Assign button next to the “Tax groups” table, click on the depot rows assigned to QuickBooks and click in each column to assign the appropriate Tax codes to the depot, and then click the Save button.

You have now setup QuickBooks and we are ready to go.

Find out more and try QuickBooks Accounting Software for free.

How Do HireHop and Xero Integrate?

HireHop can produce your invoices, credit notes, payments and purchase orders.  HireHop also has an address book that contains customers and suppliers, as well as jobs where the customer is unique and not in the address book.  HireHop also keeps track of what has been paid and credited against invoices, as well as the balance of a customer’s account.

Xero accounting software needs these invoices, credit notes, payments, purchases orders and contacts created in HireHop for bookkeeping purposes. With our integration working seamlessly behind the scenes, HireHop tells Xero when they are created or updated so you don’t have to. In turn, HireHop needs to know what payments or credits have been applied in Xero so that it can register invoices as being paid or not.

What Data Does HireHop Send To Xero?

There are two modes to synchronise data between HireHop and Xero – being live or buffered:

• In live mode, as soon as you create or edit an invoice, credit note, payment, or purchase order, it is immediately sent to Xero.
• In buffered mode they are all kept in a buffer until such time you which to synchronise data between HireHop and Xero.  Any invoice, credit note, purchase order or payment that fails to sync with Xero in Live Mode will automatically be put into the buffer for a manual sync.

HireHop invoices are sent to Xero once the status has been changed to Approved or above.  If an Approved invoice is edited, it is re-sent to be updated in Xero.  The same goes for Purchase Orders, Credit Notes and Payments.

All new contacts used in invoices and purchase orders are automatically sent to Xero from HireHop.

What Data Does Xero Send To HireHop?

Contacts are imported from Xero into HireHop in Settings, enabling you to import only the contacts that you need so that your address book doesn’t become cluttered.

When a payment or credit note is applied to an invoice within Xero, they are sent over to HireHop and registered to the corresponding invoice. The invoice status is then automatically marked as having been paid or not.

How To Setup Xero With HireHop

• In HireHop Settings click the Accounts tab.
• In the Accounts click the New button on the right of the Accounting Packages table at the bottom of the screen, and a new accounts package window will open.
• Click the first option that is titled “Integrate with“, and select “Xero“. You can then set prefixes and start numbers for invoices, credit notes and purchase orders. You can also choose to buffer transactions and sync them when you decide, instead of having live and automated updates. Click the Next button to move on.
• The “Accounts” page enables you to enter nominal codes and banks accounts.  Click the Synchronise button and HireHop will import all bank accounts and nominal codes from your Xero account.  You should delete all the ones you won’t use in HireHop (you can add them back later). There will be one bank account and two nominal codes in bold, these are your defaults that can be changed.  The defaults are the ones selected when you don’t assign a nominal to an item. Once finished, click Next.
• The next page is your “Tax codes”, again click the Synchronise button and HireHop will import them from Xero.  Again you can edit and change the defaults from the automatically set ones. Once finished, click Next.
• Lastly is the “Contacts” page. You don’t have to import these, but if you do, you can match ones that are already in HireHop,  import others and delete the ones you won’t use.  Once finished click the Save button.

You will now see Xero in the Accounting Packages table and some red flashing “Assign” buttons.  As HireHop can support multiple accounting packages in the same installation, different ones for individual depots or groups of depots, you have to set which depots use this version of Xero.  Also HireHop has tax and nominal groups, again, these need to be assigned to Xero ones.

• Click the Assign button next to the “Accounting packages” table, click on the depot and select “Xero” and then click the Save button.  If a depot is not set, it will use the default accounting package, if a virtual depot is not set, it will use the parent depot’s accounting package.
• Click the Assign button next to the “Nominal groups” table, click on the Xero row and each column to assign a nominal code to a nominal group. Once finished, click the Save button.  Any nominal group not set will resort to the default revenue or expense nominal code.
• Lastly, click the Assign button next to the “Tax groups” table, click on the depot rows assigned to Xero and click in each column to assign the appropriate Tax codes to the depot, and then click the Save button.

You have now setup Xero and we are ready to go.

Find out more and try Xero Accounting Software for free.