ZZP Portal for VitalMatches
From logged hours to a paid invoice, without Excel or email. An all-in-one portal where freelancers (ZZP'ers) onboard themselves, log their hours, get them approved by the client in one click and receive an invoice in their own branding, generated automatically.
▶ live demo · sample data
Timesheet
Week 39 · Home care
Mon
8h
Tue
8h
Wed
8h
Thu
8h
Fri
6h
VitalMatches matches freelance professionals with clients. Every period, each freelancer had to collect hours in spreadsheets, email them around for sign-off, build an invoice by hand and then chase the payment, while VitalMatches checked every invoice and booked it manually. Slow, error-prone and frustrating for everyone.
I designed and built Mijn VitalMatches, a portal that covers the whole chain. Freelancers onboard themselves and set up their own branding once. From then on they only log hours: the client approves them via a secure link, the invoice is generated automatically as a PDF in the freelancer's style, and it flows straight into the accounting program for bookkeeping and payment tracking. Security is built in: email-code two-factor login, trusted devices and hashed, single-use approval links.
Freelancers only log their hours; approval, invoicing and payment tracking happen automatically, so there's no Excel, no emailing back and forth and no chasing payments. Clients approve without creating an account, and VitalMatches gets consistent invoices that land in the bookkeeping on their own. The portal is live as Mijn VitalMatches on vitalmatches.nl.
How it works
Self-onboarding
Invite, password and email-code login. Freelancers enter IBAN, VAT and KvK details and upload their documents; VitalMatches reviews and approves in the admin panel.
Own branding in 3 steps
A welcome wizard for logo, company details and invoice settings: colours, numbering and payment terms.
Log hours per assignment
A clear timesheet per day, week or month, including kilometres or fixed amounts, with automatic reminders for anything still open.
Client approves in one click
A secure link by email, no account needed. Approve, adjust with an explanation or reject, per submission or in one weekly overview.
Invoice created automatically
Right after approval a PDF invoice is generated with the freelancer's logo and colours, KvK, VAT and IBAN filled in. Duplicate invoices are impossible by design.
Booked and tracked
Approved invoices are booked in the accounting program, the client invoice is drafted at the client rate, and payment status syncs back so freelancers see the moment they're paid.