Reading a contractor's financial history

01Where to find it

Contractors in the main navigation, then tap any contractor row. You land on their detail page.

The page has three areas, top to bottom: the contact card, the financial history table, and the totals strip.

02The contact card

Header with the contractor's name, an edit button, and any trade badges Hemma has assigned. Underneath, the basics:

• VAT number.
• Email and phone.
• Address.
• Website, if you (or KBO) supplied one.

The trades, name, address, and legal form come from the Belgian register; the email, phone, website, and notes are yours to fill in. The pencil icon top-right opens an edit dialog for the contact fields.

03The financial history table

Every quote and invoice tied to this contractor, on this project, sorted by date. Each row shows:

• Type. A pill saying Quote or Invoice.
• Name. The invoice number, if Hemma extracted one, otherwise the file name. Tap it to open the document.
• Amount. The incl-VAT total. See net, VAT, and total for what that includes.
• Status. Paid or Unpaid for invoices. Quotes don't carry a status here; they are reference documents, not money owed.
• Date. The due date if there is one, otherwise the date the document was added.

This is the audit trail. If a contractor calls and asks "what's our balance?", this table is the answer. Scroll the rows and you can see exactly how the totals were arrived at.

04The totals strip

Four numbers under the table:

• Total invoiced. Sum of incl-VAT amounts on every invoice from this contractor.
• Total quoted. Sum of incl-VAT amounts on every quote.
• Total paid. Sum of incl-VAT amounts on every invoice you marked Paid.
• Outstanding. Total invoiced minus total paid. The same number that drives the Contractors overview.

Quoted is informational — quotes are not money owed, just intent. Invoiced and paid are what move the project's financial reality.

05Health flags from the public register

Separately from the project's own numbers, Hemma watches the Belgian register and surfaces flags about the contractor itself. These appear on invoice and quote pages where the contractor is shown, as a coloured badge:

• No longer active (red). The KBO record is marked inactive — the company has stopped trading or is in liquidation. Worth pausing before paying anything new.
• Invalid VAT number (red). The number does not validate against VIES. For Belgian-to-Belgian work this is rarely a blocker, but it's a sign to double-check the number.
• Name does not match (amber). The name on the document Hemma extracted does not match the official KBO name. Often a trade name versus the legal name. Tap the badge to see what was extracted.
• Recently established (amber). The company was registered very recently. Not a problem in itself, just context — a brand-new BV is a different risk profile than a 30-year-old SA.
• Not registered for construction (amber). The KBO record's NACE codes do not include any construction activity. Sometimes correct (a stationer also sends invoices), sometimes a sign that the wrong contractor was matched.

When all flags are clean, no badge appears. The absence of a flag is itself a small green light.

06Common questions

The financial history is empty for a contractor I know I've worked with. Either no documents from them have been processed yet, or the documents that were processed got matched to a different contractor (different VAT number, slightly different name). Open the document and check the contractor field — fixing one usually fixes the rest.

A health flag is wrong. The flag reflects KBO data at the moment Hemma last checked. KBO occasionally lags — a company you know is active is shown as inactive. Email hello@gethemma.app with the contractor's VAT number and we'll re-check.

Paid totals don't match my bank statement. The paid total reflects what you marked Paid in Hemma, not what your bank confirms. If a transfer was made but never marked paid, see marking an invoice as paid.

Why don't I see this contractor's invoices from another project I'm on? Each project has its own contractor list and its own financial history. The detail page is scoped to the project you are in.

07What if it goes wrong

• A row points to a document that 404s: the document was deleted or moved between projects. The contractor row stays as a record of what once existed.
• The outstanding number disagrees with the Contractors overview: refresh the page. If it persists, an invoice marked paid hasn't synced — open it and toggle paid off and on.
• Trades on the contact card look wrong: see picking the right trade for a contractor for how Hemma assigns them and how to override.

08Related

• Adding a contractor
• Picking the right trade for a contractor
• Tracking what's still owed per contractor
• A contractor's VAT number won't validate