Frequently asked questions

Swiss SMEs where part of the team works away from the office: construction, building services, cleaning, maintenance, trades, hospitality, services.

It suits companies of 2 to 50 people well. Below two people, a simple notebook is often enough; above fifty, payroll needs become specific and deserve a conversation.

The suite is split into modules: working time, projects and planning, expenses, HR files, QR invoicing. Each company activates the ones it needs from the “Plan and modules” page, and the app's menus adapt immediately.

A deactivated module disappears from the menu without deleting anything: your data stays, and everything comes back if you reactivate it.

The subscription is built module by module: each module has a price per month and per company, and you choose its number of seats: one per person who uses it, administrator included. Seats beyond those included are added to the module price. Annual payment gets a discount. What applies to your company is shown in “Plan and modules” and “Subscription”.

When the team grows, you add seats in “Plan and modules”: they are available immediately and only the remaining days are added to the next invoice. Fewer seats apply from the next period. On the same screen, you choose who has access to each module. There are no setup fees and no minimum term.

When you sign up, all modules are open free of charge for the trial period shown on the “Pricing” page, with no credit card. During that time, you choose the modules you keep in “Plan and modules”.

During the launch offer, a company that continues after the trial also gets a discount on the subscription for a set period (for example −10% in the first year), deducted automatically from each invoice. The current offer is shown on the “Pricing” page; your company's exact dates are in “Subscription”. It cannot be combined with a partner discount: the more favourable one applies.

To stop, the administrator cancels in “Subscription” before the end of the trial: nothing is charged.

No. Hencora Suite works in the browser, on computer, tablet and phone.

On a phone, the app can be added to the home screen and open full screen, like an app from the store: the “Install” page explains how to do it on iPhone and Android.

On a computer too, it can be installed and open in its own window, with its icon in the taskbar or the Dock: open the “Install” page on the computer, and it shows the button or the steps for your browser.

The website and the app are available in four languages: choose FR, DE, IT or EN at the top of the site or in your profile. Everyone in the company works in their own language, from clocking in to statements.

Documents sent to your customers – quotes, invoices, reminders – can already be written in French, German, Italian or English, chosen customer by customer.

Entry requires a connection. In areas without signal, the employee notes their hours and enters them later in the week: that is what the weekly sheet is for, and the team lead sees that the entry is late.

It answers questions about using the platform, shows where to find a page and can prepare a request (holidays, expenses, clocking, file change) that you review and confirm. It also lets you write to the Hencora team or suggest an improvement; replies arrive in “My messages” and by email.

In the project list, they choose “Project not in the list” and enter the name, client and location as they know them. They enter their hours on it straight away.

Their team lead receives a “New project to approve” notification and finds it in “To approve”: they give it a number, or link it to the existing project if it is the same one. In that case, the employee's hours and expenses are transferred to it automatically, and the employee is informed.

Each company chooses a clock-in tolerance under Company → Working schedule (off, 5, 10 or 15 minutes). With 10 minutes, a clock-in at 07:24 for a 07:30 start counts from 07:30, and a clock-out at 17:08 for a 17:00 finish counts until 17:00.

Beyond the tolerance, all the time counts (overtime), and lateness always counts. The actual clocked times stay recorded and visible, marked “tolerance”. The rule applies to live clocking, not to hours entered manually, and only once the company schedule is set. Include it in your staff regulations: employees can see it in “My schedule”.

Yes. The company's mode (clocking, weekly sheet or both) is chosen in Company → Time entry. In Team, each employee can be given a different mode; “Same as company” uses the company's.

No. Durations are written as hours:minutes: 8:24 means 8 hours and 24 minutes, i.e. 8.4 hours in decimal. That is, for example, a 42-hour week spread over 5 days (42 ÷ 5 = 8.4 hours = 8 hours 24 minutes).

To enter time, type 8:30, 8h30 or 8,5: all three give 8 hours and 30 minutes. The payroll export for the fiduciary, on the other hand, gives hours in decimal (8.4).

“This week”: the hours already recorded since Monday, and those planned by the contract. “Month balance”: the difference between planned and worked, paid absences included; planned time runs from the first day in the company (or on the platform) up to yesterday, and today once the day has been entered, so a new account starts at zero. The “My schedule” card on the home page, also shown in “My profile”, gives the contract's weekly hours and each day's schedule. “Cumulative balance”: the carry-over from all approved months, plus the current month and the team lead's corrections. “Holidays left”: the remaining days of the year.

For a person paid by the hour, a balance makes no sense: the second figure then shows the hours to be paid.

By clicking on it. The figure opens below the row and shows where it comes from: “This week” expands a chart of the seven days with actual and planned time, day by day; “Month balance” breaks down planned, worked, credited absences and days entered; “Cumulative balance” shows the full calculation; “Holidays” gives the annual entitlement and the days carried over, taken, pending and remaining.

Each detail offers a link to the full page, to correct something or make a request.

The “Team right now” card lists the people on duty, since what time, for how long and on which project, with an orange dot for those on break. Below: who is absent today and why.

It only appears for people who approve: team lead, HR and administrator.

The “The team this month” card shows one bar per employee: hours worked, planned hours, difference and month status (open, submitted, approved). The “By day” button switches to the last fourteen days for the whole company.

The “To do” card gathers months to approve, absence requests, expense claims to approve, proposed projects and documents about to expire. The “who?” link on each line shows the names concerned without leaving the page.

The card disappears when nothing is pending any more.

Yes. The “Arrange” button lets you move the cards, choose their width and hide the ones you don't use. The layout is saved to your account and follows you across all your devices; each person has their own.

No, it follows the role. An employee sees their hours, holidays, expenses and planning. A team lead also sees their team live, the month's hours and what they need to approve. HR see the whole company and document deadlines. The administrator also gets invoicing if they have access to it.

Yes, in the Invoicing module: invoiced this month and this year, open, overdue and collected amounts, quote acceptance rate, average payment time, a chart of the last twelve months, overdue invoices, top clients and latest payments.

They are clocked like everything else, or deducted automatically: if no break is entered, Hencora applies the one set in the company schedule or the personal schedule.

From the schedule: the start time is the one in the person's schedule, and the end time is calculated from the hours entered, break included. An employee who starts at 07:00, takes a 30-minute break and enters 9 hours appears from 07:00 to 16:30.

These hours can still be edited line by line when the day went differently.

Each employee has a contract type: monthly salary, part-time with an activity rate, or paid by the hour. Planned hours, overtime and missing hours are calculated from this contract and its schedule.

For a person paid by the hour, no balance is calculated: only the hours to be paid count.

Yes, according to the rules the administrator sets in “Company → Overtime and surcharges”: the percentage for Saturday, Sunday, public holidays, night work and overtime, as well as the weekly maximum.

If a rate falls below the legal minimum, Hencora flags it without blocking it: responsibility for the choice remains with the employer.

The employee submits their month, and the team lead approves it or rejects it with a comment. An approved month is locked: no one can change the entries any more, and the balance goes into the cumulative total.

To correct afterwards, the team lead makes a dated correction, which remains visible in the history.

Hencora keeps the records required by the Labour Act (Art. 46 ArG, Art. 73 ArGV 1): hours worked, breaks, rest days, all retained and exportable for five years.

When approving, Hencora also flags what deserves a check: less than 11 hours' rest between two days, a break that is too short, a day of more than 14 hours, a week above the legal maximum, seven days in a row, extra working time for the year, Sundays and nights. Compliance also depends on use: correct schedules, regular approval, respecting maximum durations. The employer remains responsible for what it declares.

Yes. Official public holidays for all 26 cantons are calculated automatically according to the company's canton, and you can add your own closure days.

A one-page PDF per person per month: day by day, start and finish times, breaks, total, absences, overtime and surcharges, bonuses and expenses, monthly balance and cumulative balance, with the approval status.

It is sent automatically by email to the employee and the fiduciary as soon as the month is approved, if you turn this sending on.

Holidays, illness, accident, training, military or civilian service, paid or unpaid absence, and time off in lieu of overtime. Each type has its own treatment in the hours statement and the monthly statement: time off in lieu, for example, is taken from the hour balance without changing the salary.

Based on each employee's annual entitlement, pro rata for joining or leaving during the year (dates from the HR file), plus days carried over from the previous year. The balance shows what has been taken, what is awaiting approval and what is left to book.

Yes: a photo or PDF is attached to the request and stays visible only to authorised people. It can also be sent to the team lead later.

Yes. Permits, ends of probation periods and contracts, and documents and training to renew are gathered in “Deadlines and documents”. Every Monday, HR and the administrator also receive a summary email (adjustable in HR settings).

No, and that is deliberate: a contract's content depends on the industry, the collective agreement and your choices, and it binds the employer. It is prepared by your fiduciary or adviser. Hencora takes care of the rest: the fiduciary (or HR) places the contract in the file, the employee reads it and confirms on their phone that they have accepted it, and the date, the name entered and the file's fingerprint are recorded. A confirmed document can no longer be changed or deleted, and a confirmation certificate can be downloaded as a PDF.

This electronic confirmation proves delivery and acceptance. For clauses that require written form (non-competition, departures from the rules on overtime, the probation period or notice periods), the copy signed by hand or with a qualified electronic signature remains decisive.

The employee chooses “Accident” in “My holidays” and describes the accident in the report: date, place, what happened, injury, witnesses, doctor. HR are notified, complete the report, notify the company's UVG insurer and record the claim number, then the return to work. A PDF form accompanies the notification. This health data is visible only to the person, HR, the administration and the fiduciary with access to personnel.

Hencora lists them for you in “Deadlines and documents”: an employee joining or leaving (AHV compensation fund, pension fund), accident (accident insurance), illness of 30 days or more (loss-of-earnings insurance). Whoever makes the notification, you or your fiduciary if they have access to personnel, marks it as done with its reference; the other sees it immediately. The exact deadlines and conditions depend on your contracts: check them with your fiduciary.

They report the change from “My file” (marital status, children, IBAN, permit…). HR check and accept in one click: the file is updated and the history records it.

A task list is created from the start or leaving date: documents, notifications to insurers, equipment, onboarding, work reference… Each task is assigned to HR, the team lead or the employee. The lists can be adapted in HR settings.

Yes: confirmation of employment, interim or final reference. A text is suggested based on the dates in the file, the duties and the assessment; it remains fully editable before the PDF, which can be filed in the employee's documents.

The team lead or HR fill in the assessment, goals and summary, then share the review. The employee reads it in “My file” and adds their comment.

Applications are prepared in the app, with the children concerned, and can be tracked until the fund's decision.

No. Employees are imported from an Excel file, then each one receives an invitation code to create their access.

Yes. An accepted quote turns into an invoice in one click, keeping its content and the link to the original document.

Each document type has its own prefix and sequence, per year, with no gaps: FA-2026-0001, OR-2026-0001, NC-2026-0001. Once numbered, an invoice can no longer be changed: it can only be cancelled with a reason, or corrected with a credit note.

By hand, payment by payment, or by importing the camt.054 file from your e-banking: Hencora recognises each payment using the QR-bill reference, settles the invoice and ignores anything already imported.

Three levels, with the fees and the new deadline you set. Each reminder produces a PDF with a new QR-bill showing the balance and fees, to print or send by email.

Yes: you choose the project and the period, and the hours clocked by the team become the invoice lines – one line per employee, per day, or a single total line.

If the period has already been billed on another invoice, Hencora flags it.

Recurring invoices can be scheduled monthly, every two months, quarterly, half-yearly or yearly. On the chosen date, Hencora prepares the draft; you review it and issue it.

Yes. Rates are stored per company — currently 8.1%, 2.6% and 3.8% — and remain editable if the Confederation changes them. The statement by rate and by period can be viewed and exported in “VAT and exports”.

Totals in francs are rounded to 5 centimes, as is customary in Switzerland.

Yes, if you share hours and salaries: each month they see every employee's changes — joiners and leavers, changes in workload percentage, salary, children, withholding tax, permit or IBAN, absences and accidents — next to the approved hours. They no longer have to ask you for them. When they have prepared payroll, you receive a notification.

Through the messages on the “Fiduciary” page: a single thread with your firm, rather than scattered emails. Everyone is notified of new messages by email, and your answers to questions about accounting documents arrive there too. For their part, each account manager receives a Monday summary of what is waiting for them at their clients.

In “Accounting documents” (Administration menu), upload your suppliers' invoices, bank and card statements and receipts throughout the month: a PDF or a photo taken with your phone is enough, and everything is filed by month. When the month is complete, notify your fiduciary in one click. They mark each document as booked, or ask you a question that you answer in the same place.

Yes: bonuses, meals, travel, mileage and advances are entered for the month and appear in the statement as well as in the exports.

A payroll import file is available for compatible payroll software. For all others, the CSV summary opens in Excel and can be reused without re-entry.

We always recommend a first test import with your fiduciary before going live.

Yes: the Fiduciary area, free for them. Invite them from “Fiduciary” (Administration menu) and choose what they see: hours and salaries, personnel files, invoicing and VAT. They have no account in your company and cannot change anything.

You send them the approved month, the staff list or the invoices in one click; they can ask you for a missing document. Each of their actions is recorded in the log, and you can change or remove access at any time.

If you change fiduciary, end the engagement (immediately or on a date) and invite the new one: your data and everything sent remain in your company.

By creating your company's account with this link, or entering the code in “Subscription” during the trial, you get an extended trial and a discount on the subscription for several months. The discount appears on every invoice.

Your fiduciary is suggested to you as your fiduciary under “Fiduciary”: you confirm what they can see.

Yes, if you share hours and salaries with them. They upload the month's payslips and the annual salary certificates; each one lands in the relevant employee's area, who is notified by email and finds it on their home page.

You see everything uploaded in “Fiduciary”. An employee only ever sees their own documents.

No. They see the hours, absences and expenses of the people they approve. Salary data and confidential documents remain reserved for the administrator and HR.

Never. Isolation is enforced in the database itself, row by row: a query that does not concern your company returns nothing, whatever page is used.

Your company remains the controller of its employees' data; Hencora acts as a processor and does not use it for any other purpose. Nothing is sold, nothing is used for advertising, nothing is used to train artificial intelligence systems.

The “Data protection” page details the categories processed, the retention periods and everyone's rights.

Working time records and statements: five years, as required by law. Invoices and accounting records: ten years. Personnel documents: the duration of employment, then the applicable legal periods.

Yes, at any time: statements as PDF, hours, salaries, invoices, payments and VAT statement as CSV. Your data belongs to you and is never held hostage.

Encrypted communications, passwords stored encrypted and never readable, row-level access control by company and role, documents accessible only to authorised people, logging of important operations and regular backups.

Everyone can change their password in “My details”; the old password is required before any change.

The website's “Security” page details the hosting, backups and their restore tests, two-factor authentication and platform monitoring.

Each person receives a personal invitation code, with their role and team lead already set. They open the link, choose their password, and they're in the company.

Yes. Each employee can start with an opening balance, so the running total is correct from the first month in Hencora.

From the website's “Support” page, or from the app (assistant in the bottom right, or “Support and requests” in the account menu). Each request gets a tracking number and you are notified by email of every reply. Getting started can also be guided: setting up schedules, surcharge rules and exports with your fiduciary.