Invoicing software description

This page describes how invoicing works in Hourmark, as Article 16 of Icelandic Regulation No. 505/2013 on electronic invoices and electronic bookkeeping systems asks of anyone who provides an electronic invoicing system. It describes the Service as of 2026-11-04. The Terms of Service govern its use; section 3a sets out where invoicing is available (list of countries).

1. The system

Hourmark is software as a service at app.gethourmark.com, provided by Chaordic GmbH, Langackerstrasse 5, 6330 Cham, Switzerland. It is used in a web browser or through its API. The data is hosted by Hetzner Online GmbH, Germany (servers in its EU data centres).

2. Drafts

An invoice starts as a draft: from tracked time and expenses, from an estimate, from a recurring template or by hand. A draft can be edited or deleted, has no number, and has no public page.

3. Issuing and numbering

An invoice receives its number when it is issued, from a counter kept for each organization with a prefix the organization chooses. The number is taken in the same database transaction that issues the invoice, under a lock on the organization, so the issued sequence has no gaps and two invoices issued at the same moment receive distinct consecutive numbers. A number can be used only once within an organization.

4. After issue

• An issued invoice can no longer be edited or deleted. Its texts, the details of both parties and its amounts are kept as they were on issue.
• Corrections are made with credit notes, which have a number series of their own and name the invoice they correct. An issued credit note is never edited, deleted or voided.
• Voiding is only for an invoice issued by mistake and never delivered; the voided invoice stays in the system with the status "void".

5. E-invoice files

Where the organization switches them on, issued invoices and credit notes also come as structured files following EN 16931: Factur-X / ZUGFeRD (a PDF with the invoice data embedded), XRechnung and Peppol BIS Billing 3.0. Each file is written when the document is issued and stored unchangeably, together with its SHA-256 checksum; every later download, email, public page and archive uses the stored file. Hourmark does not transmit files to any network, platform or tax authority: the organization sends them through the channel the law requires.

6. Payments

Payments are recorded against issued invoices once they have been received. Hourmark is not a cash register or point-of-sale system and issues no receipts.

7. Access and controls

• Roles (owner, admin, manager, member) determine who may create, issue and correct invoices.
• An audit log records who did what, including to invoices, approvals, roles and settings.
• Each organization's data is kept apart in the database by row-level security, and all connections are encrypted (TLS).

8. Export and retention

Owners and admins can download, at any time, an archive of the organization's data, including every issued invoice and credit note as PDF with its e-invoice files, and the invoices, payments, time and expenses as CSV. Hourmark is not an archiving system for statutory retention: the organization keeps its own copies (Terms of Service, section 7.3).

9. Contact

Questions about this description: [email protected].