Management
Draft & Approval | Managing Open Invoices | Email Dispatch, Printing | Paid & Ignored | Bank Reconciliation | Marking & CategorizingDraft & Approval
If you select "Save as Draft" instead of "Create" for the invoice, you can prepare invoices without assigning an invoice number yet.
Revenue Forecast: Draft invoices are considered planned income in the financial reports
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Drafts are listed in the Smart Filter "Drafts" (2). If you also want to filter by drafts, activate the corresponding status symbol in the filter (3).
Revenue Forecast: Draft invoices are considered planned income in the financial reports
English image not yet available...Drafts are listed in the Smart Filter "Drafts" (2). If you also want to filter by drafts, activate the corresponding status symbol in the filter (3).
Approval
- The "Draft" status can be used to map an internal approval process.
- Alternatively, specific invoices can be temporarily marked using labels – making them easy to filter.
- Employees can also be notified about an invoice.
Mass Invoice Creation
Invoices can be created as drafts using the bulk action – and then reviewed under "Invoicing" > "Drafts" and created with a single click (top left on the invoice page: 4).
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English image not yet available...Managing Open Invoices
All invoices are listed under "Invoices" (1).
The default filter excludes drafts and ignored invoices. However, you can further filter individually in the filter area (2) . You can find a simple export option at the top right (3).
» All information about the export and the accounting exports
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The default filter excludes drafts and ignored invoices. However, you can further filter individually in the filter area (2) . You can find a simple export option at the top right (3).
» All information about the export and the accounting exports
English image not yet available...Open Invoices
Open invoices can be quickly and specifically displayed using the "Smart Filters" :
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Drafts
An invoice can initially be saved as a draft. No invoice number is assigned yet.
Created
If you choose "Create" when saving an invoice, an invoice number is assigned immediately. Subsequent changes can be tracked via the change log (below the invoice view).
English image not yet available...Drafts
An invoice can initially be saved as a draft. No invoice number is assigned yet.
Created
If you choose "Create" when saving an invoice, an invoice number is assigned immediately. Subsequent changes can be tracked via the change log (below the invoice view).
Sent
Invoices sent by email are automatically set to "Sent". If the invoice is sent by mail, adjust the status manually.
Overdue
Once invoices have been sent, MOCO checks daily if an invoice is overdue. The invoice is then categorized as "Overdue". If set up, the invoicer receives a notification.
Partially Paid
If the recorded payment does not match the invoice amount, MOCO offers the option "Partially Paid". Further payments can be recorded at any time.
For invoices where payments differ due to discount, the status "Paid" is the correct choice. The discrepancies are handled accordingly in accounting.
Email Dispatch, Printing
After saving, the document is displayed with the deposited standard letterhead and can be downloaded as a PDF or sent. For dispatch or printing, an alternative letterhead can be selected from the dropdown on the right.
Send documents via MOCO or connect your own mail server.
Send documents via MOCO or connect your own mail server.
Send Individually
Invoices can be sent directly via the detail view using the "Email" button. If you send individual invoices by mail, manually set the invoice status to "Sent". Only in this status is the overdue status checked.
Bulk Dispatch
With bulk dispatch, several invoices can be sent at once:
1. Go to "Invoicing" and select the Smart Filter "Created"
2. Select all or individual invoices
3. Click on "Continue" at the bottom right
4. Check dispatch information (Icon Tooltip with Info > Customize > Update)
5. Confirm dispatch
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1. Go to "Invoicing" and select the Smart Filter "Created"
2. Select all or individual invoices
3. Click on "Continue" at the bottom right
4. Check dispatch information (Icon Tooltip with Info > Customize > Update)
5. Confirm dispatch
English image not yet available...English image not yet available...Be Well Prepared
To optimally prepare for bulk dispatch, check the following:
- Formulate the standard email text as neutrally as possible (Settings > Invoicing > Invoices)
- If you use the variable "Salutation line" in the standard email text: Adjust the standard salutation if necessary (Settings > Layout > Labels): When setting a contact in the project invoicing information or directly when creating the invoice, the salutation line specified for the contact is preferred.
Printing
Under "Print view", you can select an alternative uploaded letterhead. With the selection "white", the proposal can also be printed on pre-printed letterhead.
Paid & Ignored
Status "Paid"
An invoice is considered paid when the payment (amount + date) has been recorded for the invoice.
Status "Ignored"
The "Ignored" status is intended for invoices that will not be paid but should not remain open. This status can also be assigned manually. An invoice will automatically be set to "Ignored" if it is canceled and no payment has been made. Similarly, the cancellation invoice will be set to ignored.
In accounts receivable management, these invoices are no longer relevant and are therefore excluded from standard filtering.
When preparatory accounting is enabled, they are included in the accounting export. They can also be exported separately and not transferred if needed.
In accounts receivable management, these invoices are no longer relevant and are therefore excluded from standard filtering.
When preparatory accounting is enabled, they are included in the accounting export. They can also be exported separately and not transferred if needed.
Record Payment Manually
Payments are recorded under "Invoicing" > "Payments". Alternatively, the payment can be recorded directly in the invoice view at the top right via the "+ Payment" button (see image).
Search invoices by reference number:
You can search for the reference number (QR invoices/ESR) in MOCO (Shift +7 – or under "Invoicing" in the filter under "More Options").
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Search invoices by reference number:
You can search for the reference number (QR invoices/ESR) in MOCO (Shift +7 – or under "Invoicing" in the filter under "More Options").
English image not yet available...Batch Payment / Mark Multiple Invoices as "Paid"
Select all or specific invoices, then choose the action "Record Payment".
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English image not yet available...Bank Reconciliation
About Camt-File
English image not yet available...Upload Camt File
Under "Payments" at the top right, the camt file (camt.052, camt.053, and camt.054 file) from the bank can be uploaded for automatic payment reconciliation.
For automatically captured payments, the purpose of use is displayed via an "i" icon – supporting traceability.
Matching via ESR, Invoice Number, QR Code Reference
For Swiss accounts, the reference number is used for identification.
For all other accounts, the invoice number must be included in the purpose of use so that the payment can be assigned to the invoice. If the QR code for invoices is activated, the reconciliation can also be ensured via the reference.
Significantly Differing Amount
When reconciling payments via CAMT, MOCO actively points out if the gross invoice amount and payment amount differ too much in a match. Assuming it is a partial payment, MOCO suggests "Partially Paid" as the status. As a user, this can easily be changed to "Paid".
Direct Bank Connection
You can also reconcile your payment receipts directly via the bank connection.
Scope of Version 1
Scope of Version 1
- Limitation to German and Austrian accounts (reconciliation via finAPI)
- Connecting a bank with one or more accounts
- Payment receipts (no payment outflows)
Connect Bank
In the settings, you connect your bank and select the accounts.
Automatic Reconciliation Four Times Daily
The automatic payment reconciliation takes place with an active bank connection and at least one selected account four times a day. You can get an overview of all payments under "Invoicing" > "Payments".
Purpose of Use Crucial for Successful Payment Reconciliation
For a payment to be assigned to the corresponding invoice, the invoice number or the purpose of use must match. For automatically captured payments, this purpose of use is displayed via an "i" icon – supporting traceability.
Assign Payments Afterwards
If you choose in the settings that all payments should be fetched, MOCO also captures the payments that cannot be assigned to an invoice. These are listed under "Invoicing" > "Payments" and can be assigned to invoices afterwards if necessary:
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In the settings, you connect your bank and select the accounts.
Automatic Reconciliation Four Times Daily
The automatic payment reconciliation takes place with an active bank connection and at least one selected account four times a day. You can get an overview of all payments under "Invoicing" > "Payments".
Purpose of Use Crucial for Successful Payment Reconciliation
For a payment to be assigned to the corresponding invoice, the invoice number or the purpose of use must match. For automatically captured payments, this purpose of use is displayed via an "i" icon – supporting traceability.
Assign Payments Afterwards
If you choose in the settings that all payments should be fetched, MOCO also captures the payments that cannot be assigned to an invoice. These are listed under "Invoicing" > "Payments" and can be assigned to invoices afterwards if necessary:
English image not yet available...Other Revenues
Payments that do not belong to a MOCO outgoing invoice can be left as is to reflect the actual cash flow. Payments can also be recorded individually at any time.
Marking & Categorizing
Labels
Labels can be used to categorize invoices or mark them on a short-term basis. These labels are also part of the Excel export, allowing for further custom evaluations.
» More about Labels
» More about Labels
Custom Fields
Document information can be extended by Custom Fields (visible or invisible in the PDF). They are part of the export and Accounting Export "Neutral (CSV)".
