Invoicing
General | Invoices | Cancellation | Reminders | QR Invoice (CH) / QR Code | eBill (CH) | eInvoices | Bank Reconciliation and Connection | Not Subject to VAT | Debt Collection (DE)General
Settings > Invoicing > General
Invoicing of Items
For the automatic creation of invoices directly from items, MOCO offers the following options:
- Monthly Grouping by months
- Detailed Each individual time entry appears on the invoice
- Compact No grouping by months
When you select the "Create Invoice" button, MOCO always uses the chosen default option. You can always select a different option directly during invoicing.
For mass invoicing, the Monthly option is used.
For mass invoicing, the Monthly option is used.
Hourly Rate by Person
If "Hourly Rate by Person" is selected in the project, MOCO offers these options for invoicing hours:
- Group by Person
- Group by Service (Detailed Item) Shows the service, total, and number of hours
- Group by Service (Flat Rate Item) Shows the service and total
Neutral Invoices
For most invoices, MOCO can derive and suggest the period from the available data. For neutral invoices, which are newly created or copied, this is not possible. Choose your preferred default.
Payment Terms
Enter the default payment term and discount (overridable by client or invoice).
Timesheet
For invoicing based on effort, the appropriate timesheet is automatically created. Whether the timesheet should be part of the PDF is defined by you at the client or project level under "Invoicing" > "Invoicing Info". Alternatively, you can define this in individual invoices at the end of the form. The timesheet will then be directly integrated into the PDF.
Invoices
Introduction and Closing Text, Email Text & Signature
Settings > Invoicing > Invoices
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English image not yet available...Tip: Leave the introduction text empty If you send invoices via email, there is no need for an introduction text. It only makes the invoice unnecessarily long and adds little value. It is better to include a "Thank you for the order" in the closing text after the payment instructions.
Insert variables
Variables are available. You can call them with "{" (Type alt + "("). (see Note 1)
The salutation line uses fallbacks if it has not been set individually for the contact.
Insert logo for email signature
A previously defined signature image under Account > Email can also be inserted via variables in the email text field.
Insert page break
A page break can be inserted in the introduction and closing text with "---" (see Note 1).
Own UID
It is best to place your own UID or VAT number in the sender information on the letterhead. Otherwise, include it in the standard closing text.
English
The predefined English texts here will be filled in if "Correspondence in English" is selected in the customer's form.
Deviating Standards for Customer
Closing text, payment terms, and hourly rates can be overwritten for individual customers
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English image not yet available...The standards can still be adjusted on the invoice at any time. You choose the standard tax rate at the account level in the settings under "Accounting"
Info Block
You determine which document information should be displayed on the invoice in the info block in the settings under Layout > Proposals & Invoices. Alternatively, you can also set info as variables in the text (Type "{" to insert).
Cancellation
Settings > Invoicing > Cancellation
Here you enter the standard texts for cancellation invoices or invoice corrections.
More on cancellation invoice, invoice correction vs. credits
Here you enter the standard texts for cancellation invoices or invoice corrections.
More on cancellation invoice, invoice correction vs. credits
English image not yet available...Reminders
Settings > Invoicing > Reminders
Here you can predefine the texts for your reminder levels. These are mandatory, as MOCO automatically fills in the next level whenever creating a reminder.
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Create reminders individually or all at once with one click
Here you can predefine the texts for your reminder levels. These are mandatory, as MOCO automatically fills in the next level whenever creating a reminder.
English image not yet available...Create reminders individually or all at once with one click
QR Invoice (CH) / QR Code
Settings > Invoicing > QR Invoice & eBill
Scan Instead of Typing: A QR code on the invoice makes it easier for recipients to pay their invoices. The client scans the QR code with their banking app, enabling quick, secure, and error-free payments without manual entry.
QR Invoice Switzerland
The QR invoice has replaced the previous orange and red payment slips as the standard since October 2022. There are two types of QR invoices:
The QR invoice with QR-IBAN replaces the previous orange payment slip. The QR reference corresponds to the previous ESR reference and facilitates easy reconciliation of invoices with incoming payments. The so-called QR-IBAN replaces the previous 9-digit ESR participant number. This means that instead of the previous 01-..., an IBAN number is now displayed on the payment section with a QR code. This QR-IBAN is assigned by the bank and must be entered in MOCO when setting up the QR invoice.
The QR invoice with a standard IBAN covers simple invoicing – formerly the red payment slip: The reference is not structured.
The QR invoice with a standard IBAN covers simple invoicing – formerly the red payment slip: The reference is not structured.
Setting Up QR Invoice
1. In the settings under "Invoicing" > "ESR/QR Invoice" select the type of QR invoice.
2. Contact your bank to order a QR-IBAN (formerly orange payment slip).
3. Enter the QR-IBAN or IBAN and all other required information.
Below, you will see a preview of the QR payment slip section (4), which will then be automatically added to each invoice.
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The following requirements must be met for an invoice to generate a QR invoice:
Below, you will see a preview of the QR payment slip section (4), which will then be automatically added to each invoice.
English image not yet available...The following requirements must be met for an invoice to generate a QR invoice:
- Recipient address complete and correct
- Currency CHF
- Recipient in CH or LI
- Invoice is not a draft
Automatic payment reconciliation via reference number is possible with a camt file!
Further information: Cross-border invoices & QR code
Further information: Cross-border invoices & QR code
EPC QR Code (GiroCode) International
All other accounts outside Switzerland can create their invoices with the EPC QR code (GiroCode). » All information about GiroCode
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Overview of Benefits
English image not yet available...Overview of Benefits
- Simplicity and convenience encourage invoice recipients to pay immediately via mobile banking and at self-service terminals of banks and savings banks.
- Error-free and complete transfer of invoice data.
- Usable for both digital and paper invoices.
How do I activate the GiroCode?
In the MOCO settings under "Invoicing" > "QR Code" activate the option and fill in the transfer details.
In the MOCO settings under "Invoicing" > "QR Code" activate the option and fill in the transfer details.
Miscellaneous
Can the reference number contain the invoice number?
The reference number uses the invoice number without letters and special characters: "RF"+ check digit + invoice number (example: RF35220601). Please notify via in-app service if you still have the previous version ("RF"+ check digit + invoice ID – example: RF3567554) set up and you want to switch.
Search by reference number:
You can search for the reference number in MOCO (global search and through the "Search term" field in the invoice list filter).
The reference number uses the invoice number without letters and special characters: "RF"+ check digit + invoice number (example: RF35220601). Please notify via in-app service if you still have the previous version ("RF"+ check digit + invoice ID – example: RF3567554) set up and you want to switch.
Search by reference number:
You can search for the reference number in MOCO (global search and through the "Search term" field in the invoice list filter).
eBill (CH)
Settings > Invoicing > QR-Invoice & eBill
eBill is a payment method for invoices in Switzerland. With eBill, your customers no longer receive their invoices by mail or email, but directly in their e-banking. There, they can review them with just a few clicks and pay directly.
Advantages of eBill
- Each customer decides for themselves in e-banking whether they want to pay your invoices using the eBill procedure. Others simply see an additional note on their payment slip (see Figure 1).
English image not yet available...- Payments can be transmitted quickly, without errors, and reliably.
- Your customer perceives the invoice as secure and trustworthy.
- You are perceived as progressive by your customer when you offer a modern payment option.
- Less paper consumption due to the digital invoicing process (if you previously sent by mail).
More information on activating and using the eBill payment method for your QR-invoices.
eInvoices
eInvoices – New Obligation
In Germany and the EU, the general introduction of eInvoices is planned – MOCO will be able to process and create eInvoices in time for their introduction. More information about the new obligation.
Bank Reconciliation and Connection
Settings > Invoicing > Bank Reconciliation
Info: The bank connection is currently only available for German and Austrian accounts, as finAPI has been integrated here, covering numerous banks. In Switzerland, we are still waiting for similar potentials. For Switzerland, we currently recommend reconciliation via camt.
Setting up a bank connection
1. Go to Settings > "Invoicing" > "Bank Reconciliation".
2. Choose whether to fetch all payments or only those that can be automatically assigned to an invoice (1).
3. Select "Connect bank" (2) and don't forget to choose "Save PIN" during the connection, so the connection doesn't need to be renewed regularly. (Nevertheless, it ultimately depends on the bank how often they require authentication)
4. After a successful connection via FinAPI, the bank with your accounts will be listed.
5. Select accounts.
English image not yet available...Here we show how the bank reconciliation works with the bank connection.
Not Subject to VAT
If one falls under the small business regulation, it is not necessary to show value-added tax on the invoice. An appropriate note informs the recipient of the invoice about this peculiarity.
Debt Collection (DE)
Settings > Invoicing > Debt Collection
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English image not yet available...Ordered, delivered – but your customer doesn't pay the invoice? With two clicks, an invoice can be handed over to the debt collection service.
Free Service
The service is free for you as a MOCO user in case of success, as no commission is charged. The debtor bears the collection fees. The service is provided in collaboration with aifinyo.
Activate
Activate debt collection option
After you have activated the debt collection option, you can use the "Debt Collection" button at the top right of the invoice!
Submit invoice
1. Click the orange "Debt Collection" button on the invoice
2. Add any information about the previous process and confirm the order
3. Invoice, previous reminders & info will be sent to aifinyo. Aifinyo reviews the order.
4. In the first case, aifinyo sends a contract with Elbe Inkasso as the basis for the collaboration.
Further communication and the transfer of the amount are handled directly through aifinyo.
More about the functionality
After you have activated the debt collection option, you can use the "Debt Collection" button at the top right of the invoice!
Submit invoice
1. Click the orange "Debt Collection" button on the invoice
2. Add any information about the previous process and confirm the order
3. Invoice, previous reminders & info will be sent to aifinyo. Aifinyo reviews the order.
4. In the first case, aifinyo sends a contract with Elbe Inkasso as the basis for the collaboration.
Further communication and the transfer of the amount are handled directly through aifinyo.
More about the functionality
Framework Conditions
- Only for DE accounts (with subscription)
- Invoice amount >10 EUR
- Payment deadline of the invoice (or last reminder) has passed.
- Your debtor should be located in the German-speaking area (DACH), as the correspondence is in German.
- Invoice not expired (3 years)
Practical Example
Submitted case:
Invoice amount gross: 238 EUR
Reminder fees: 10 EUR
Interest: 0 EUR
= Claim 248 EUR
The debtor is charged:
Claim 248 EUR
+ Procedural costs plus VAT (postage & communication flat rate and collection fees according to the fee schedule)
= Claim 248 EUR
The debtor is charged:
Claim 248 EUR
+ Procedural costs plus VAT (postage & communication flat rate and collection fees according to the fee schedule)
In case of success:
Reimbursement from Elbe Inkasso 248 minus VAT on the procedural costs.
These can be claimed via the input tax (invoice receipt from Elbe Inkasso with the credit note and detailed statement).
Reimbursement from Elbe Inkasso 248 minus VAT on the procedural costs.
These can be claimed via the input tax (invoice receipt from Elbe Inkasso with the credit note and detailed statement).
Without success
No costs
You have the option to initiate a judicial dunning procedure in individual cases. Only then does a flat fee of 25 EUR + additional costs apply. Information about the judicial dunning procedure and the costs
