How does daily billing work?

Users cost 15 EUR per month. All persons listed under 'Active Persons' are counted as users. If persons are added or deactivated in the middle of the month, MOCO calculates proportionally on a daily basis. For this reason, the number of users or the amount on the invoice may be odd.

Are the costs dependent on user roles?

The costs are independent of the functions used. Access rights can be reduced or expanded at any time.

Cost control for freelancers / externals?

Users can be deactivated at any time. For example, freelancers can be activated only during working hours and MOCO will only calculate this activated time.

How does support work at MOCO?

MOCO is a Software-as-a-Service (SaaS) with > 40'000 users without a contract. As a product team, we personally take care of all your concerns. This has proven itself for the following reasons: Ensuring the best possible service quality. Problems and suggestions come directly to us (further development closely based on general needs). The subscription costs can be kept low for everyone. All users can contact us via the in-app service at the bottom right in MOCO. We respond promptly. Tip: Describe the request well and send a screenshot – this is the most efficient way to clarify a question for both sides!

Is there an online demo?

Yes. You can test MOCO for 30 days free of charge. The demo account can be converted into a paid account at any time.

Are training sessions possible?

Yes. On request, MOCO offers individual online sessions.

Where can I find a kind of "manual"?

On the website under » Features all areas and topics are illustrated and described.

Do you also have videos?

On our » Vimeo video portal you will find tutorials on various topics (regularly updated).

Can I also subscribe without a credit card?

Yes, MOCO can also be subscribed via SEPA direct debit. The option is only available in EURO countries. Attention: In case of withdrawal, penalty fees are incurred, which we pass on.

Do I have access to backups?

Backups are created twice a day. However, access to the backup is only possible with a Private Cloud (booking of your own server instance). Each account can regularly use the export options and if very important data has been deleted by a user by mistake, we can restore an earlier state from the backups on request. » More information on security & operation

Will I be informed about further development (included in the subscription)?

In the app, always click on the bell in the top right corner when it turns red! In addition, we send an overview of the latest updates to the account holder 4 times a year.

Can I manage two companies within one account?

If the companies are legally separate or if you need a separate invoice number range and separate reports, it is recommended to create one account per company. If persons are registered with the same e-mail address, they can simply switch between the accounts at the top right (globe symbol) .

Where can I access my subscription invoices?

All invoices are available for download in the settings under 'Subscription'. If you also provide an e-mail address for the invoice address, MOCO will automatically send the invoice to this e-mail address as well.

Expenditures

General

Settings > Purchases > General

Invoice Inbox Email Address

MOCO provides an account-specific, non-guessable email address. Emails sent to this address are captured as a purchase draft in the Invoice Inbox. More information on how it works.

For security reasons, the email address is not a trivial address that can be easily guessed.

➜ Save it as a contact in your email client and use it for forwarding incoming invoices.

➜ If needed, you can set up automatic forwarding from a custom email address, for example, "rechnungen@meinefirma.de".

Settings for the MOCO digital Invoice Inbox

Automatically Request Approval

In MOCO, you can have invoices approved individually, or use the automation defined here to specify the amount from which purchases must be approved by a specific person. MOCO will then request approval automatically.

Use Cases – When multiple people or thresholds can make sense

Cover: if the first person is unavailable, the second person can approve.
Division of responsibilities: more than one person can be responsible for approvals and share the workload – and approvals are granted more quickly.
Execution & monitoring: you can define one person who grants approvals and a second person who is only informed.
Approval levels: with two thresholds, you can also map two approval processes, for example, a low-level approval via the back office and a high-level approval via management.

All information on invoice approval.

Payment Orders

Tick the box if you want batch payments.
The expected date of the batch payment is shown when creating the payment order.
A batch payment is always executed on the earliest possible date. An individual payment without a target date (Payable by) – or a batch payment where at least one target date is missing – is executed immediately.

Defaults for Project Allocation

The purchase, or line items from it, can be allocated to projects for cost tracking and recharging. Here in the settings, you can define defaults for this – for example, whether a general mark-up should be applied.
The default "Rechargeable & In Budget" can be predefined in Settings > Projects.

KSK

How to mark and analyse purchase line items

Fixed Costs

Settings > Expenditures > Fixed Costs

In addition to recording invoices under "Expenditures," you can document fixed costs here.

Fixed costs include expenditures such as rent, wages, and bank fees – all expenses for which there is no incoming invoice and are recorded differently in accounting. Regular invoicing like mobile phone subscriptions are not included here – these are recorded as incoming invoices.

fixkosten wie miete und gehälter erfassen

fixkosten wie miete und gehälter erfassen

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Inclusion in Reports

In the Company Report and Financial Report
Expenditure Report Fixed costs are part of the payments

Recording Independent Payments

Individual independent payments can also be recorded under "Expenditures" > "Payments" > top right "Payment without Receipt".

Budgets

Settings > Expenditures > Budgets

If you manage all your expenditures and incoming invoices through MOCO, activate the budgets here. You can use budgets for cost centres.

Personnel, marketing, training, cloud services, etc. – incoming invoices and fixed costs can then be assigned to these recorded budgets. This way, you always have an overview of the actual and planned status.

Once activated, you can

record the budgets directly here
assign expenditures to a budget
see the new "Budgets" menu item under expenditures for budget control

More info on budgets

ausgaben kostenstellen ist und plan

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Planned

Settings > Expenditures > Planned

Planned expenditures guide financial reports and allow you to match incoming invoices precisely.

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Enable planned expenditures in the settings if you wish to plan expenditures/liquidity with MOCO. This feature also allows you to match incoming invoices.

The minimum amount for recurring planned expenditures (1) indicates the threshold above which the amount is not only planned but also created for the assignment of incoming invoices.

More information about the feature

Personal expenses

Settings > Expenditures > Personal expenses

Once activated, all users can record outlays, travel expenses, and daily allowances under "Personal expenses" in their profile.

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Overview of the Workflow
The employee records receipts or allowances (in their profile, via MobileApp, or by email) and submits an expense report. The person responsible for their expenses is notified, reviews the receipts, and approves or rejects them. Upon approval, the expense report is converted into a company expenditure.
Detailed information on the expense workflow

If the person recording expenses should also be able to select a category (with an associated expense account), ensure that previously defined categories are marked as relevant for expenses in the settings.

KSK Evaluation (EN)

Once activated, you can mark and evaluate incoming invoice items for KSK.

In Germany, companies that use the services of freelance artists or publicists are required to pay a levy to the Künstlersozialkasse. The amount is based on the fee and is 5%.

Activate Option

German MOCO accounts can now activate the option in Settings > Expenditures > General.

Mark Items

In the incoming invoice form, the relevant items can be marked (similar to common labels) (1).

KSK auswerten mit der Agentursoftware MOCO

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Evaluate

Under "Expenditures" in the Incoming & Archive lists, you will find a new "KSK" export option at the top right (2). With the selected period, you can export the marked KSK-liable items.

If you do not record incoming invoices in MOCO:

Custom Field on Additional Service
1. Create a custom field for additional services and label it "KSK" with placeholder text "Amount"
2. Enter the amount for each relevant additional service.
3. In the Excel export (Projects > Additional Services), there is a separate "KSK" column where the total for a selected period can be evaluated.

Custom Field on Invoice
1. Create a custom field for invoices (without displaying on the invoice) and label it "KSK" with placeholder text "Amount"
2. Enter the amount at the top right of each invoice.
3. In the Excel export (under Invoicing), there is a separate "KSK" column where the total for a selected period can be evaluated.

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