HostFact is a Dutch invoicing and automation software specifically developed for hosting companies, web designers, and IT service providers in the Benelux region. With a strong focus on the Dutch market, HostFact offers seamless integration with local payment methods, Dutch accounting software, and compliance with specific fiscal requirements in the Netherlands and Belgium.

The history of HostFact

HostFact was founded in 2008 by Dutch developers who saw the need for a local solution for the hosting market. Existing international solutions like WHMCS didn't adequately match Dutch practice: they lacked integrations with iDEAL, Bancontact, Dutch accounting packages, and didn't always comply with local fiscal requirements.

Since then, HostFact has developed into the most widely used hosting invoicing software in the Netherlands. An estimated 3,000+ Dutch and Belgian companies use HostFact for their daily invoicing and automation. The company remains fully Dutch and primarily focuses on the Benelux market.

What is HostFact and what is it used for

HostFact is an invoicing system with extensive automation capabilities for hosting services. It combines customer management, invoicing, accounts receivable management, quotes, contracts, and automatic provisioning in one package. The software is available as a self-hosted installation or as a cloud solution, where HostFact handles hosting and updates.

The platform is specifically designed for the Dutch and Belgian market, with native support for iDEAL, Bancontact, Twinfield, Exact Online, Moneybird, and other local services. This often makes it a simpler choice for Dutch hosting companies than international alternatives.

Top 5 features of HostFact

  1. Native Dutch integrations - iDEAL, Bancontact, Twinfield, Exact Online, Moneybird without extra plugins
  2. Fully Dutch-language - Interface, documentation, and support all in Dutch
  3. Automatic direct debit - SEPA direct debit with automatic export for Dutch banks
  4. Comprehensive quotes and contracts - Complete workflow from quote to invoice to contract
  5. VAT compliance - Automatic VAT calculation including EU rules and reverse charge VAT

The main features of HostFact

Invoicing and accounts receivable management

HostFact offers comprehensive invoicing capabilities with automatic generation of invoices, credit notes, and dunning notices. The system supports multiple billing cycles (monthly, quarterly, annually) and can automatically perform pro-rata calculations for upgrades or downgrades.

Accounts receivable management is one of the strong points. You can set automatic reminders with increasing urgency, link collection agencies for persistent non-payers, and maintain a complete overview of outstanding items. Integration with Dutch collection agencies makes it easy to transfer claims.

Dutch payment methods

HostFact has native support for all popular Dutch payment methods. iDEAL integration is standard with support for all Dutch banks. Additionally, Bancontact (for Belgian customers), PayPal, credit cards, and SEPA automatic direct debit are supported.

The SEPA direct debit functionality is particularly extensive. You can manage mandates, generate direct debit files in the correct format for Dutch banks, and automatically process chargebacks. This makes it ideal for companies with many recurring subscriptions.

Accounting integrations

One of the biggest advantages of HostFact is direct integration with popular Dutch accounting packages. Supported integrations include Twinfield, Exact Online, Moneybird, e-Boekhouden, Snelstart, and Visma AccountView. Invoices are automatically synchronized, preventing double entry and streamlining administration.

The integrations work bidirectionally where possible, so payments processed in your accounting package are also updated in HostFact. This ensures a consistent view of your financial administration.

Automatic provisioning

HostFact integrates with the most commonly used control panels in the Dutch hosting market. Supported are DirectAdmin, cPanel/WHM, Plesk, and CentOS Web Panel, among others. When a customer orders and pays for a hosting package, the account is automatically created on the correct server.

In addition to hosting, HostFact also supports automatic provisioning for SSL certificates, domain names, and email services. Domain integrations are available for Openprovider, TransIP, Realtime Register, Metaregistrar, and other registrars popular in the Netherlands.

Quotes and contracts

HostFact offers a complete workflow from quote to contract. You can create professional quotes with your own branding, have them digitally signed by the customer, and automatically convert them to an invoice and contract. The system tracks expiration dates and can automatically send reminders for contract renewals.

This functionality also makes HostFact suitable for web design agencies and IT service providers who perform custom projects alongside hosting.

Where HostFact really excels

Dutch focus and support

HostFact is fully focused on the Dutch and Belgian market. The interface is in Dutch, the documentation is in Dutch, and support is provided by a Dutch team. This makes communication easier and ensures that specific Dutch requirements are quickly addressed.

Fiscal compliance

The system is designed with Dutch and Belgian fiscal rules in mind. VAT calculation, including complex situations such as intra-community supplies and reverse charge VAT, is handled automatically. Invoice numbering complies with legal requirements and all required data is standard on invoices.

Ease of use

HostFact is known for its intuitive interface. New users can quickly get started without extensive training. The logical menu structure and clear wizards make configuration easy, even for users without technical background.

Reliable support

HostFact's support is consistently praised by users. The team is available via phone, email, and chat, and typically responds quickly and knowledgeably. For complex questions, there's the option to schedule a support session where an employee can look along.

The downsides of HostFact

Limited international focus

HostFact primarily focuses on the Netherlands and Belgium. While the system supports other languages and currencies, integrations and features are optimized for the Benelux. For companies with an international customer base, alternatives like WHMCS or Blesta may be better suited.

Smaller community

Compared to international solutions, the community around HostFact is smaller. Fewer third-party modules are available, and for specific integrations, you're often dependent on HostFact itself or custom solutions.

Interface modernization

While functionally solid, HostFact's interface could use modernization. Newer competitors often offer a more contemporary look-and-feel, although this doesn't come at the expense of functionality.

Higher costs for cloud version

The cloud version of HostFact is relatively expensive compared to self-hosting. For larger companies, monthly costs can add up significantly, while the self-hosted version is a one-time investment.

The 5 most common problems with HostFact

1. Cron job configuration

As with other billing systems, the cron is essential for automated tasks. Problems with invoicing, reminders, or provisioning can often be traced back to a non-running cron. Check if the cron is executed every 5 minutes and review the logs for any errors.

2. iDEAL callback problems

If payments aren't being processed correctly, it's often due to callback configuration. Check if the callback URL is correctly set up with your payment service provider and if your server has no firewall blocks for incoming connections from the PSP.

3. Accounting integration synchronization

Synchronization problems with accounting packages occur with changes to API credentials or configuration. Re-authenticate the integration and check that all required permissions are granted in your accounting package.

4. SSL certificate problems with API calls

Provisioning errors are often caused by SSL certificate problems. Ensure your server's CA bundle is up to date and that outgoing HTTPS connections aren't blocked by a firewall.

5. Email spam filters

Invoices and reminders landing in spam is a common problem. Configure SPF, DKIM, and DMARC records for your sending domain and consider using a dedicated SMTP service for better deliverability.

When to choose HostFact

HostFact is the ideal choice for Dutch and Belgian hosting companies, web designers, and IT service providers who value local integrations and Dutch-language support. The seamless integration with iDEAL, Dutch accounting packages, and focus on fiscal compliance make it a logical choice for companies primarily operating in the Benelux.

For companies with international ambitions or specific integration requirements, an international platform like WHMCS or Blesta may be better suited. But for the Dutch market, HostFact offers a unique combination of functionality, ease of use, and local expertise that's hard to match.

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