Review & Complete
Invoice Receipt | Assign Project | Invoice Approval | Payments | LabelsInvoice Receipt
Expenditures > Receipt
The digital invoice receipt collects all expenditure receipts. The workflow entails that all items in the receipt are processed and then moved to the archive. The accounting export is independent of this.
The Inbox Zero Principle
The "Receipt" is your to-do list that needs to be completed. The goal is to reduce the receipt count to zero.
Process and move to the archive
At the time of invoice recording, information such as "Can the invoice be assigned to a project?" or the document is not sufficient is often missing. Once all necessary points for the respective expenditure have been checked off, it is moved to the archive.
Following points need to be checked depending on the expenditure
✅ Receipt recorded?
✅ Supplier recorded? (not necessary for small invoices like taxi rides, restaurants, groceries, etc.)
✅ Approval granted? (Approval process optional)
✅ Approval granted? (Approval process optional)
✅ Payment recorded? (only then is the gross amount considered in the cash flow)
✅ Project or planned expenditure assigned? (Assignment)
✅ Budget chosen? (Budgets or cost centers)
✅ Category assigned? (Categories/Expense accounts)
✅ Budget chosen? (Budgets or cost centers)
✅ Category assigned? (Categories/Expense accounts)
Smart Filters help with processing
MOCO points out something unprocessed through the Smart Filters (1). The relevant expenditures can thus be accessed with a click.
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English image not yet available...Standard Filters & Labels
- The standard filter (2) can also be accessed via keyboard shortcut "F". With keyboard shortcut "Q" you can filter the list for all expenditures where you are assigned as the responsible person.
- Customizable Labels (3)
Drafts & Personal Expenses Invoicing
Automatically recorded receipts wait in the inbox as drafts for their review
With a click on the Smart Filter "Drafts" (1) you can filter for all expenditures that have been received but not yet recorded. With activated AI text recognition (OCR), the drafts are already read with the amount.
If you have enabled personal expense recording for your employees, the submitted personal expense invoices also wait here for approval. With the approval, the company expenditure is created.
- With a click, you can filter through the Smart Filter "Personal expenses" (1) accordingly.
- After approval, you can reimburse the amount to the employee via the transfer order
Assign Project
Assign Expenditure to a Project
Recorded expenditures/incoming invoices can be assigned to a project via the list by clicking the corresponding icon (1). This is useful for further billing (receipt as an attachment selectable) and/or cost tracking. The expenditure is linked and traceable within the project.
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Under the Smart Filter "Unassigned", you can edit all unassigned expenditures with a single click. If you want to exclude specific expenditures from assignment, mark them and choose the mass action "No Assignment" at the bottom.
English image not yet available...Under the Smart Filter "Unassigned", you can edit all unassigned expenditures with a single click. If you want to exclude specific expenditures from assignment, mark them and choose the mass action "No Assignment" at the bottom.
Assign to an Existing Additional Service
When assigning the expenditure, select the project and additional service (e.g., already taken from the proposal). The costs of the additional service are updated, and the receipt is stored. The already set (sales) price remains unchanged!
To offer the additional service, the expenditure assignment must be active. If no further expenditure items should be assigned after the assignment, select "Assign & Complete". The expenditure assignment will then be automatically set to inactive.
Whether additional services are created with expenditure assignment active or inactive by default can be defined in the settings (under Projects).
Example Additional Costs Flat Rate:
An additional service with a flat rate price is already created in the project (pre-taken from the proposal). All related costs from personal expenses and incoming invoices are now assigned. The costs accumulate, and the receipts are collected. In the end, this item can be included in the invoice as created – but it doesn't have to be.
Planned Expenditure
If you use expenditure planning, you can also directly plan the project expenditure for your company (forecast) and control the assignment of the incoming invoice through the additional service. More about planned expenditures
To offer the additional service, the expenditure assignment must be active. If no further expenditure items should be assigned after the assignment, select "Assign & Complete". The expenditure assignment will then be automatically set to inactive.
Whether additional services are created with expenditure assignment active or inactive by default can be defined in the settings (under Projects).
Example Additional Costs Flat Rate:
An additional service with a flat rate price is already created in the project (pre-taken from the proposal). All related costs from personal expenses and incoming invoices are now assigned. The costs accumulate, and the receipts are collected. In the end, this item can be included in the invoice as created – but it doesn't have to be.
Planned Expenditure
If you use expenditure planning, you can also directly plan the project expenditure for your company (forecast) and control the assignment of the incoming invoice through the additional service. More about planned expenditures
Create a New Additional Service
With the assignment, you can also automatically create the additional service in the project. In this step, you can choose whether the project management should be notified.
By creating an additional service, you directly book a new service to the project. The expenditure is traceably linked. Through the linkage, the costs (purchase costs) and the receipt are recorded. Also, the price (sales price to the client). This can be adjusted later in the project. If you prefer a general markup directly upon assignment, this can be defined in the settings.
By creating an additional service, you directly book a new service to the project. The expenditure is traceably linked. Through the linkage, the costs (purchase costs) and the receipt are recorded. Also, the price (sales price to the client). This can be adjusted later in the project. If you prefer a general markup directly upon assignment, this can be defined in the settings.
Assign an Expenditure to Multiple Projects
Multiple positions can be recorded for an expenditure and assigned to different projects. Learn more.
Assign Multiple Expenditures to an Additional Service
Multiple expenditures can be assigned to an already created additional service (e.g., additional costs flat rate).
Undo Assignment
a) On the expenditure via the unlink icon
b) In the project, select "Remove Expenditure" (dropdown in the list of additional services - or unlink icon in the detail view - in the image No. 5). This only dissolves the assignment. Alternatively, completely delete the additional service in the project.
The expenditure item can then be reassigned.
Tip for fewer clicks: Click on the project name with the cmd or apple key pressed. This opens the project in a new tab. Then make adjustments, close the tab. Back at the expenditure, briefly reload the page.
b) In the project, select "Remove Expenditure" (dropdown in the list of additional services - or unlink icon in the detail view - in the image No. 5). This only dissolves the assignment. Alternatively, completely delete the additional service in the project.
The expenditure item can then be reassigned.
Tip for fewer clicks: Click on the project name with the cmd or apple key pressed. This opens the project in a new tab. Then make adjustments, close the tab. Back at the expenditure, briefly reload the page.
No Assignment
If certain expenditures should not be assigned, you can set them to "No Assignment". They will then also be excluded from the Smart Filter "Unassigned", which indicates unassigned expenditures.
Invoice Approval
The request for invoice approval is optional. This is how the approval workflow works:
Request approval
Set automation from a minimum amount
In the settings, you can define from which amount a specific person should automatically approve the expenditure.
Request approval for a specific case
You initiate the invoice approval either on the detail page of the invoice (1a) or in the list via the dropdown (1b).
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In the settings, you can define from which amount a specific person should automatically approve the expenditure.
Request approval for a specific case
You initiate the invoice approval either on the detail page of the invoice (1a) or in the list via the dropdown (1b).
English image not yet available...→ All persons with full or limited access to expenditures can be addressed.
→ The expenditure is marked in orange in the list.
→ You can specifically filter for pending approvals using the new Smart Filter (3a).
→ With a comment (2), you can articulate what the approval is about: e.g., to check the invoice or assign a project for further invoicing/cost tracking.
→ With a comment (2), you can articulate what the approval is about: e.g., to check the invoice or assign a project for further invoicing/cost tracking.
The addressed person is informed
The addressed person is made aware of the new requested approval in various ways:
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→ They receive a message with the comment (notification options can be set in the profile). It links to the expenditure (3b).
→ The number of pending approvals is also highlighted to a person via the "blue pill" (3c).
→ The Smart Filter can also be used to filter for requested approvals (3a). The keyboard shortcut Q reduces it to one's own.
English image not yet available...→ They receive a message with the comment (notification options can be set in the profile). It links to the expenditure (3b).
→ The number of pending approvals is also highlighted to a person via the "blue pill" (3c).
→ The Smart Filter can also be used to filter for requested approvals (3a). The keyboard shortcut Q reduces it to one's own.
Grant approval
The addressed person reviews the invoice and can select "Approve" at the top of the detail view (4).
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→ Only the addressed person can do this. The approval is activated directly and usually requires no further comments. If necessary, a comment can be left below the invoice or another person can be notified.
→ The expenditure is marked in the list with a green circle (5).
→ The initiator is notified of the approval.
Reject approval / wrong contact / delete approval request
→ The addressed person can choose "Reject" (4) and enter a reason/comment. The initiator is accordingly notified and can request a new approval from another person.
→ If the addressed person wants to indicate that they are the wrong contact, they can do so below via a notification.
→ An requested approval can be deleted at any time by a person with full access to "Expenditures".
The steps are documented in the history below the invoice by MOCO.
English image not yet available...→ Only the addressed person can do this. The approval is activated directly and usually requires no further comments. If necessary, a comment can be left below the invoice or another person can be notified.
→ The expenditure is marked in the list with a green circle (5).
→ The initiator is notified of the approval.
Reject approval / wrong contact / delete approval request
→ The addressed person can choose "Reject" (4) and enter a reason/comment. The initiator is accordingly notified and can request a new approval from another person.
→ If the addressed person wants to indicate that they are the wrong contact, they can do so below via a notification.
→ An requested approval can be deleted at any time by a person with full access to "Expenditures".
The steps are documented in the history below the invoice by MOCO.
Other options
→ Assign a responsible person
In the expenditure form, another responsible person can be chosen. The person is notified (if set in the profile) and/or can filter for the invoices to be approved using the Smart Filter (see 1st image 3a).
→ Use labels
With labels, certain invoices can be quickly and specifically marked. Name the labels so it's clear what needs to be done – "Document missing", "Assign project", "Invoice faulty", etc. Links through the side navigation can be used to filter by labels.
→ Notify another person
With the notification function @name, someone can be informed/communicated about an expenditure.
In the expenditure form, another responsible person can be chosen. The person is notified (if set in the profile) and/or can filter for the invoices to be approved using the Smart Filter (see 1st image 3a).
→ Use labels
With labels, certain invoices can be quickly and specifically marked. Name the labels so it's clear what needs to be done – "Document missing", "Assign project", "Invoice faulty", etc. Links through the side navigation can be used to filter by labels.
→ Notify another person
With the notification function @name, someone can be informed/communicated about an expenditure.
Payments
Your Expenditures Inbox gathers incoming invoices and personal expenses. We present the payment options for various payment methods: bank transfer, credit card payment, PayPal, and direct debit.
Display & Payment Methods
Open – Payment Date Missing – Paid
Open = Display Payment Deadline
An expenditure is displayed as open if it involves a personal expense report or if bank transfer is chosen as the payment method.
Payment Date Missing = Light Green Dot
The light green dot in the list indicates that the actual payment date (debit date from the business account) is still missing. Only with the amount and payment date will these expenditures appear in the cash flow analysis. This concerns the payment methods credit card, direct debit (including EC), PayPal, and cash.
Paid = Green Dot with Checkmark
The expenditure is fully paid or the payment has been recorded.
An expenditure is displayed as open if it involves a personal expense report or if bank transfer is chosen as the payment method.
Payment Date Missing = Light Green Dot
The light green dot in the list indicates that the actual payment date (debit date from the business account) is still missing. Only with the amount and payment date will these expenditures appear in the cash flow analysis. This concerns the payment methods credit card, direct debit (including EC), PayPal, and cash.
Paid = Green Dot with Checkmark
The expenditure is fully paid or the payment has been recorded.
Bank Transfer
Personal Expenses and Incoming Invoices to be Transferred
To settle invoices and reimburse personal expense reports, you use the transfer order, have expenditures automatically reconciled, or record the payment manually. The Smart Filter "Transfer" directly filters the items to be transferred. Additional filter options are available through the filter ("F" or click on the filter icon).
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English image not yet available...Create Transfer Order
With MOCO, you can create SEPA transfer orders and execute them in online banking.
- The payment is scheduled in online banking for one day (or the business day) before the payment deadline.
- The payment is made on time to the supplier.
- Batch payments instead of individual payments are selectable.
- MOCO also automatically sets the expenditure to Paid in MOCO (= records the payment on the due date). If you use automatic payment reconciliation via bank connection, the payment is confirmed. These actions are recorded in the expenditure history via a comment and remain traceable for you.
To Do in Advance
Enter the business account details in the settings under "Account" > "Currency & Account", the IBAN for all suppliers, and if personal expense reports are to be settled, also for your staff.
Create Transfer Order
1. Use the Smart Filter (1) to filter all expenditures to be settled by transfer. Personal expense reports are also considered.
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2. Select the multiple action "Transfer Order" (2) or choose "Transfer Order" for a single expenditure on the right in the dropdown.
Enter the business account details in the settings under "Account" > "Currency & Account", the IBAN for all suppliers, and if personal expense reports are to be settled, also for your staff.
Create Transfer Order
1. Use the Smart Filter (1) to filter all expenditures to be settled by transfer. Personal expense reports are also considered.
English image not yet available...2. Select the multiple action "Transfer Order" (2) or choose "Transfer Order" for a single expenditure on the right in the dropdown.
3. MOCO checks if all details for a successful transfer are present.
4. After adding any missing details (linked expenditure opens in a new browser tab), refresh the view.
5. After confirming with "OK", a transfer order (XML file) is created for all selected expenditures.
6. Then upload the XML file in online banking.
Retrieve Transfer Orders Later
All created transfer orders can be traced with the relevant invoices under "Payments": List of all created transfer orders, included invoices (list & Excel export), XML for re-download.
4. After adding any missing details (linked expenditure opens in a new browser tab), refresh the view.
5. After confirming with "OK", a transfer order (XML file) is created for all selected expenditures.
6. Then upload the XML file in online banking.
Retrieve Transfer Orders Later
All created transfer orders can be traced with the relevant invoices under "Payments": List of all created transfer orders, included invoices (list & Excel export), XML for re-download.
Payment Recording via Bank Reconciliation
If you transfer the expenditures without MOCO's transfer order, you can reconcile the open expenditures via the bank connection. They are then automatically set to Paid. Set up payment reconciliation
Record Payment Manually
Payments can also be recorded manually. To do this, click on the status icon under "Expenditures" or in "Suppliers" (1) or record the payment directly on the expenditure at the top right via the button (2).
Show all expenditures for which no payment has been recorded
Under "Payments" via the "+" all open documents for payment recording are offered, and you can directly search for an invoice. (3)
English image not yet available...Partial Payment
If a partial payment is recorded, MOCO automatically suggests the status "Partially Paid". All partially paid expenditures can be accessed with one click via the Smart Filter "Partially Paid".
Record Batch Payment
See below "Set all or multiple invoices to paid"
Record Payments with One Click
See below "Set all or multiple invoices to paid"
English image not yet available...Credit Card
Credit Card Integration
Comprehensive integration offering a sync of credit card payments and receipts!
Synchronize credit card payments including receipts with MOCO
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Synchronize credit card payments including receipts with MOCO
English image not yet available...Manually Reconcile Credit Card Statement
The credit card provider debits the total from the business account monthly. This is the effective payment date for your cash flow.
1. Switch to the "Payments" section (see image above – 3)
2. Select payment method "Credit Card" and the month concerning the account debit.
3. Now individually record the payments at the top right via the "+" (choose the debit date of the credit card statement from the business account as the date) and check off on the CC receipt.
4. In the end, the sum in the filtered view should exactly match the credit card statement.
4. In the end, the sum in the filtered view should exactly match the credit card statement.
Additional Options
Set All or Multiple Invoices to "Paid"
This option is helpful if you manage all payments in DATEV, for example, and want to quickly set the invoices to paid collectively: Select all or specific expenditures and choose the action "Record Payment" at the bottom left.
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English image not yet available...Record Other Payments
In principle, a pure payment without a document can also be recorded under "Payments". This then affects the total of payment outflows or the cash flow report.
An expenditure can be assigned to payments without a document later (dropdown right "Assign")
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An expenditure can be assigned to payments without a document later (dropdown right "Assign")
English image not yet available...Labels
As known from other areas, one can create labels for incoming invoices and thus individually categorize them or mark them on a short-term basis.
To manage or assign labels, click on the small gray bar in the row.
Multiple incoming invoices can be marked at once by selection (see image).
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To manage or assign labels, click on the small gray bar in the row.
Multiple incoming invoices can be marked at once by selection (see image).
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