Planning Expenditures
General Information | Planning | Central Management | Matching Incoming InvoicesGeneral Information
Plan expenditures for your financial forecast and efficiently reconcile incoming invoices.
Activate
"Planned Expenditures" can be activated in the settings. This allows each account to decide if and when to use the workflow and forecast. Settings > Expenditures > Planned
Forecast: Financial Overview, Cash Flow, Annual Budgets
Planned Expenditures in the Financial Overview
The planned expenditures or their remaining amount are listed with the set reference date in the report (Reports > Finances > Overview Beta). Planned expenditures with a date in the past accumulate in the current month until they are completed.
More info on the Invoices/Expenditures Overview
More info on the Invoices/Expenditures Overview
Planned Expenditures in Cash Flow Planning
Under "Cash Flow" (Reports > Finances > Cash Flow), the planned expenditures or their remaining amount plus VAT and the payment terms of the set supplier are considered. Without a supplier, the account standard applies.
More info on Cash Flow Planning
More info on Cash Flow Planning
Planned Expenditures in Annual Budgets (Cost Centers)
When a budget is selected, MOCO also shows the position or the remaining amount as planned in the annual budget.
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More info on Annual Budgets for Expenditures
English image not yet available...More info on Annual Budgets for Expenditures
Planning
Using the green "+" directly under "Planned" in the top right corner (1), you can plan all general company expenditures – including project-related expenditures for clients.
Under "All" you will find all planned expenditures, and under "Recurring" (2) you will see all recurring expenditures (see below) in an overview list. Each new entry will further build the visualization under "Planned" (3).
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English image not yet available...Individual Expenditures
For example, Orders and Expenditure Pots
Orders such as office supplies, services for your own website
Expenditure Pots such as workations, Christmas parties, DMEXCO visits
Expenditure Pots such as workations, Christmas parties, DMEXCO visits
Recurring Expenditures
For example, Software Subscriptions, Service Subscriptions, Hosting
✅ Entered once and done
✅ Central management of your subscriptions
✅ Consideration in liquidity planning
✅ Consideration in annual budgets
✅ Decide if an assignment is necessary
Regular company expenditures for which you expect receipts are recorded as recurring (1). Similar to additional services, the "Recurring" type acts as a trigger: On the due date, the planned expenditure is only actually created if the defined minimum amount is reached.
Also plan regular expenditure budgets
You can also plan a regular expenditure budget – for example, for a monthly ad budget that responsible persons can manage independently of specific projects.
Distinction from Fixed Costs
✅ Central management of your subscriptions
✅ Consideration in liquidity planning
✅ Consideration in annual budgets
✅ Decide if an assignment is necessary
Regular company expenditures for which you expect receipts are recorded as recurring (1). Similar to additional services, the "Recurring" type acts as a trigger: On the due date, the planned expenditure is only actually created if the defined minimum amount is reached.
Also plan regular expenditure budgets
You can also plan a regular expenditure budget – for example, for a monthly ad budget that responsible persons can manage independently of specific projects.
Distinction from Fixed Costs
Fixed costs still include regular expenditures for which there are no receipts and which are handled differently in accounting. These are usually rent and salaries.
Project Expenditures
Planned project expenditures (external costs, personal expenses) are recorded in the project
Additional service becomes a planned expenditure
Recorded additional services become planned expenditures when "Expenditure Assignment Active" is selected – and the date + amount are recorded under "Planned Expenditure".
If the planned costs are 0, the additional service will be offered for assignment as usual and not considered in the forecast.
Additional services in the project can also still be used solely for cost control and/or invoicing. All information about additional services
Recorded additional services become planned expenditures when "Expenditure Assignment Active" is selected – and the date + amount are recorded under "Planned Expenditure".
If the planned costs are 0, the additional service will be offered for assignment as usual and not considered in the forecast.
Additional services in the project can also still be used solely for cost control and/or invoicing. All information about additional services
Central Management
Expenditures > Planned
It's a good idea to regularly check the "Planned" section. Here, you can get an overview of all planned expenditures and:
- Filter specifically – e.g., by budget (cost center) – use the keyboard shortcut "F" to call up the filter or "Q" to quickly filter your planned expenditures.
- The timeline shows you the expenditures for the next 16 months.
- The total shows the sum for the selected period (by default, it filters until the end of the year, but you can click on individual month bars).
- Any information entered in the "Additional info" field of the planned expenditure will be displayed via the "i" in the list.
Recurring planned expenditures are only created on the defined due date (provided the minimum amount is met) – and the relevant expenditure can be assigned. Once assigned, the plan is fulfilled. If the receipt arrives before the planned expenditure is created, you can quickly create it via the dropdown.
Overdue Planned Expenditures
If the date of a planned expenditure is exceeded, MOCO indicates this with a red-colored date. All overdue planned expenditures accumulate in the current month. If the incoming invoice is delayed, you can quickly move the date to the future with a click.
English image not yet available...Assign Expenditures (Incoming Invoices and Personal Expenses)
You can also assign expenditures with a click on the icon (2) via "Planned". MOCO indicates if there is still a remaining planned amount (3).
Completion
Once all expenditures are assigned, their purpose is fulfilled, and you can complete the planned expenditure. Use the option directly when assigning (button in the modal "Assign & Complete") – or later in the list via the dropdown (4).
Recurring Planned Expenditures
On the defined due date, the planned expenditure is created (minimum amount for creation can be defined) – and the relevant expenditure can be assigned. Once assigned, the plan is fulfilled. Complete the planned expenditure.
Recurring Planned Expenditures
On the defined due date, the planned expenditure is created (minimum amount for creation can be defined) – and the relevant expenditure can be assigned. Once assigned, the plan is fulfilled. Complete the planned expenditure.
Completed planned expenditures can still be accessed later via the filter if needed. The filter can be called up as in other areas at the top right via the filter icon or with the keyboard shortcut "F".
Manage Subscriptions Centrally
All recorded recurring expenditures can be viewed and managed in the overview list under "Recurring". At the top, the total amount for the next 12 months is displayed (1) – and for each listed regular expenditure (2), the next due date, which budget the recurring expenditure is assigned to, the frequency of the expenditure, whether there is an expiration date, and whether a planned expenditure is created for assignment.
If you enter information in the "Additional info" field, it will be displayed in the list via the info icon including tooltip (3).
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If you enter information in the "Additional info" field, it will be displayed in the list via the info icon including tooltip (3).
English image not yet available...Matching Incoming Invoices
Expenditures > Incoming
Use the Smart Filter "Unassigned" (1) to quickly filter all expenditures that have not yet been (fully) assigned. Use the link icon to select the assignment (2)
a) Planned Expenditure = recorded under "Planned" or in the project as a planned expenditure
b) Project = project assignment independent of planned expenditures
For individual orders, you can match the amount and any additional information (3). For budgets like workations, all expenditures can be assigned gradually.
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Use the Smart Filter "Unassigned" (1) to quickly filter all expenditures that have not yet been (fully) assigned. Use the link icon to select the assignment (2)
a) Planned Expenditure = recorded under "Planned" or in the project as a planned expenditure
b) Project = project assignment independent of planned expenditures
For individual orders, you can match the amount and any additional information (3). For budgets like workations, all expenditures can be assigned gradually.
English image not yet available...Multiple Invoices for a Planned Expenditure
The expenditure planning should allow for a simple and rather conservative forecast. If multiple incoming invoices or receipts are expected for a planned expenditure, set the earliest date. If needed, the date of the planned expenditure can be easily postponed in the overview list with a click.
Example: An Additional Service with an Advance and Final Invoice
Typically, you want to invoice the client for the total amount, which is why an additional service is recorded. Choose the expected date of the advance invoice for the planned expenditure. Once it arrives, assign it and then move the date to the expected date of the final invoice. Now, only the remaining amount for the second date is considered. The additional service can be included in the invoice at any time.
Example: An Additional Service with an Advance and Final Invoice
Typically, you want to invoice the client for the total amount, which is why an additional service is recorded. Choose the expected date of the advance invoice for the planned expenditure. Once it arrives, assign it and then move the date to the expected date of the final invoice. Now, only the remaining amount for the second date is considered. The additional service can be included in the invoice at any time.
Assigning One Invoice to Multiple Planned Expenditures
To do this, record the corresponding items for the invoice and assign them to different planned expenditures.
Miscellaneous
Automatic Budget Assignment (Cost Center)
If a planned expenditure is assigned with a budget (cost center), the same budget is automatically set for the expenditure (if none has been set yet).
If a planned expenditure is assigned with a budget (cost center), the same budget is automatically set for the expenditure (if none has been set yet).
Restricted Access Rights
With restricted access rights to expenditures, a person can only assign planned expenditures for which they are listed as the responsible person.
