All Horixa features
Horixa covers the entire workflow of a professional-services firm: from first client contact to paid invoice. Every module works seamlessly with the rest, and everything is available through the open REST API.
CRM
All client and contact data in one place
Horixa CRM gives your agency one central place for organisations, contacts and the full interaction history. From first introduction to long-term client relationship: everyone on your team sees the same up-to-date information.
Organisations and contacts
Complete company profiles with Chamber of Commerce number, VAT number, addresses and multiple contacts per organisation.
Interaction history
Log notes, calls, e-mails and meetings per relation, on one chronological timeline, linked to the contact person.
Mail integration
Connect a mailbox over IMAP (Microsoft 365, Google Workspace or your own server) and email exchanges with your relations appear in their timeline automatically: subject, time, direction and a short summary. If the mail mentions a project, quote or invoice number, it is filed there as well. Only mail with a known relation, and Horixa changes nothing in your mailbox.
Documents and attachments
Store contracts, agreements and other files right on the relation or project.
Custom fields
Add your own fields to organisations and projects (text, number, date, dropdown or yes/no), with no custom development needed.
Relation types and segmentation
Segment relations by type (client, prospect, supplier) and filter effortlessly.
Linked to projects and invoices
From every relation you instantly see running projects, tracked hours and outstanding invoices.
Import via Excel, CSV or API
Move your data over with Excel or CSV files; there is a sample file for every part. If you are coming from the package we have an API connector for, the import module transfers everything directly.
Sales & Quotes
A streamlined path from lead to signed quote
Manage your sales opportunities in a clear pipeline and send a professional, branded quote within minutes. One click turns an accepted quote into a project, budgets and services included.
Sales pipeline
All opportunities in stages you name yourself, with expected revenue, win probability and expected close date; opportunities stay editable.
Branded quotes
Professional quotes with your own logo, colours, letterhead and intro and closing text, configured with a live PDF preview, with a template per client and in Dutch or English.
From opportunity to quote to project
Create a quote straight from an opportunity; every quote line becomes a service on the project: with an hour type it becomes a time & materials service including hour budget and rate, otherwise a fixed fee. Horixa keeps track of the origin, so a won opportunity never creates a second project.
Revenue forecast
Weighted pipeline value, so you always know what is coming.
Projects
Spot budget overruns before they happen
Every project in Horixa has services with their own billing method: fixed fee, time & materials or subscription. You see in real time how much budget has been used and get a signal before a budget is exceeded.
Services with billing methods
Fixed fee, hourly (time & materials) or subscription, configurable per service and editable afterwards, with rates per hour type and a period that starts or stops a subscription.
Real-time budget monitoring
Tracked hours are instantly compared to the budget in hours and in money, with a colour signal well before the overrun.
Instalment schedules
Invoice fixed-fee projects in instalments with a planned invoice date.
Costs and purchasing
Record purchase invoices and one-off costs on a project, from freelancers to print work and licences, and recharge them with a markup or a fixed amount. A pdf or photo of a receipt is read by AI into a filled-in purchase invoice.
Project profitability
Per project: invoiced, still to be invoiced, costs from hours (cost rate per employee) and from purchasing, and the resulting margin, also while it is still running.
Time tracking
Log your hours in seconds, not minutes
Time tracking should take as little time as possible. Horixa offers a weekly timesheet, a calendar view and mobile entry, with an approval flow. Tracked hours are immediately ready for invoicing.
Timesheet and calendar view
Log hours per week in the timesheet or per day in the calendar view, whichever you prefer. Moving an entry to another day is a simple drag.
Mobile time tracking
Fully responsive: track hours on your phone, wherever you are.
Approval flow
Administrators, and project managers for their own projects, approve or reject hours before they end up on the invoice, per week or per line.
From hour to invoice
Approved hours are immediately available as draft invoice lines.
Suggestions from your calendar
Connect your calendar and your appointments appear as suggestions above the weekly timesheet, with the project you booked that same appointment to last time. One click adds the entry. Opt-in, per employee.
Timesheet reminders
A weekly reminder for anyone whose hours are incomplete, enabled per employee.
Invoicing
From hours to invoice, faster
Horixa turns approved hours, instalment schedules and subscriptions into draft invoices with one click. You review, click send and the invoice goes out, with gapless numbering and a link to your accounting software.
Draft invoices in one click
Built from approved hours, instalments and subscriptions; you only need to review.
Invoices in your own branding
Set the logo, colours, letterhead, footer and columns with a live PDF preview next to the form. Save multiple templates and choose one per client; invoices and quotes can be in Dutch or English.
Payment terms per client
Set a default payment term and override it per client; the due date is calculated automatically.
Sent invoices are locked
The PDF is archived when an invoice is finalised. A later branding change never alters an invoice that has already been sent.
Gapless invoice numbering
Continuous number sequences per administration, exactly as the Dutch tax authority requires.
Accounting integration
Connect Moneybird: sales and purchase invoices are posted automatically and payments flow back into Horixa. Other packages connect via the open REST API.
Payment status and reminders
See which invoices are outstanding and send payment reminders.
Payment link with iDEAL
Connect your own Mollie account and every invoice and reminder email gets a pay button. The customer pays by iDEAL, the money goes straight to your bank account and the payment is booked on the invoice automatically.
Client portal
Enable one link per client so they can see their invoices (with pdf and pay button), quotes and running projects without logging in. Hours, budgets and margins stay internal; creating a new link revokes the old one instantly.
Purchase invoices and recharging
Record your suppliers' invoices, assign them to projects and recharge them with a markup; rechargeable costs are picked up automatically in the draft invoices.
E-invoicing via Peppol
Send your invoice straight into your customer's accounting system over the Peppol network. Horixa checks up front whether the customer is on the network; downloading UBL (EN16931 / Peppol BIS 3.0) still works as before.
Resource planning
Real-time insight into workload and availability
Who is available next week, and which project will stall without extra hands? Horixa shows planned work per employee next to contract hours, leave and hours already tracked.
Planning board per employee
Plan work per project and per week and drag a block to another employee or week; conflicts with leave are visible immediately.
Planned versus actual
Every week shows the hours actually tracked next to the planned allocation, including the difference as a percentage.
Utilisation per person and team
Real-time utilisation per employee and per week, eight weeks ahead, and with teams also the utilisation per team as a percentage.
Calendar integration
Connect a calendar (ICS feed) and appointments automatically count towards availability.
HR & Leave
All employees, contracts and leave in one place
From contract to leave balance: Horixa HR keeps employee data, contracts, leave requests and absence organised, connected to planning and time tracking.
Employee files
Contracts, contract hours and role details per employee.
Leave requests and balances
Employees request leave, managers approve; balances are updated automatically.
Absence registration
Sick and recovery reports with full history.
AI assistant
Ask questions in plain language
The Horixa AI assistant is one of a kind: ask in plain language how many hours were tracked on a project last month, or receive a digest every Monday with budget overruns and missing hours. The assistant works exclusively within your own data and your permissions.
Questions in natural language
“How many hours did we track on project X last month?” Instant answers from your own data.
Signals on demand
Ask for missing hours, work in progress or outstanding invoices and get the list instantly.
Client context from your CRM
Ask about a client and the assistant pulls up details, relation type and the latest interactions, handy for drafting an e-mail or preparing a conversation.
Weekly digest
Every Monday: budget overruns, missing hours and stalled deals.
Safe by design
The assistant works within your own environment and is fully read-only: it never applies changes.
Claude.ai or ChatGPT as a connector
Add Horixa as a connector, sign in with your Horixa account and approve access. That runs on OAuth 2.1, so there is no key to copy anywhere.
Connect your own AI via MCP
Horixa has a built-in MCP server: connect Claude Code, Cursor or any other MCP client to your Horixa data via the open Model Context Protocol standard.
Frequently asked questions
- Can I import my relations from my current software?
- Yes, in two ways. Every part, from organisations and people to hours, leave and invoices, can be uploaded as an Excel or CSV file, with a downloadable sample file for each part. For one widely used Dutch package there is also a direct API connector: the import module then transfers organisations, contacts, projects, hours and invoices automatically, including a trial run and deduplication.
- Can I segment my relations?
- Yes. Give every organisation a relation type (client, prospect, supplier, or your own labels) and filter the list on it directly.
- Does Horixa CRM support custom fields?
- Yes. Under Settings → Custom fields you define extra fields on organisations and projects, as text, number, date, dropdown or yes/no. They appear on the detail page right away.
- Can I convert an accepted quote into a project?
- Yes, in one click. Every quote line becomes a service on the new project and the quote total becomes the project budget.
- Can I see the margin on a project?
- Yes. Every project has a profitability block showing the amount invoiced, work still to be invoiced, the costs (tracked hours times the cost rate per employee, plus recorded purchasing) and the resulting margin in euros and per cent. Enter the cost rate per employee under HR, Employees; without it, Horixa warns that the margin looks too favourable.
- Can I recharge purchased costs?
- Yes. Record your supplier's invoice under Purchasing and assign it to one or more projects, or log a one-off cost. Mark the line as rechargeable with a markup or a fixed amount and it will appear as an invoice line on the customer's next draft invoice, with its own VAT rate.
- Does Horixa support both fixed fee and time & materials?
- Yes. Per service within a project you choose fixed fee, time & materials or subscription, with rates per hour type.
- Can employees track time on mobile?
- Yes, Horixa is fully responsive. Time tracking works on phone, tablet and desktop.
- Can I import historical hours?
- Yes, as an Excel or CSV file with employee, date and hours (optionally project, hour type and description). Lines that already exist are skipped, so uploading the same file again is safe.
- Is there an approval flow for hours?
- Yes. Administrators review all submitted hours; assign a project manager to a project and they review the hours on their own projects, without needing an admin role.
- Can Horixa connect to my accounting software?
- Horixa has a built-in two-way Moneybird integration: invoices are posted automatically and payments flow back. For other packages you can build an integration via the open REST API and webhooks; more ready-made integrations are planned.
- Can I customise the invoice PDF to my branding?
- Yes. Under Settings → Documents you choose the style, accent colour, logo (size and position), letterhead, footer and columns, with a live preview next to the form. You can save multiple templates and pick one per client, and set a language (Dutch or English) and payment term per client. Invoicing from multiple entities? Each company profile has its own sender details, logo and colour.
- Does the planning take leave into account?
- Yes, approved leave and contract hours are automatically included in the available capacity.
- Are leave balances updated automatically?
- Yes, approved leave requests are immediately deducted from that year's balance.
- Does the AI assistant see other customers' data?
- No. The assistant works exclusively within your own environment (tenant) and respects the permissions of the logged-in user.
- Can an employee see colleagues' figures through the assistant?
- No. Permissions apply per capability: an employee only gets their own hours, and overviews that are admin-only in the app, such as work in progress and missing hours across the team, are not even offered to them.
- Can I connect my own AI assistant?
- Yes, in two ways. In Claude.ai or ChatGPT you add Horixa as a connector: enter https://horixa.nl/api/mcp, sign in with your Horixa account and approve access. That runs on OAuth 2.1, so no key is involved and you can revoke access just as easily. In Claude Code, Cursor or another tool you connect with a Horixa API key instead. Both routes are read-only and stay within the user's permissions or the scopes of the key.
- Does the AI assistant make changes on its own?
- No, the assistant is fully read-only. It answers questions about your data but never changes anything.
See it for yourself
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