Expenditures
General | Fixed Costs | Budgets | Planned | Personal expenses | KSK Evaluation (EN)General
Settings > Expenditures > General
Email Address for Invoice Receipt
MOCO provides a unique, non-guessable email address specific to your account. Emails sent to this address are captured as draft expenditures in the Invoice Receipt. More information on handling.
For security reasons, the email address is not a simple one that can be easily guessed.
For security reasons, the email address is not a simple one that can be easily guessed.
➜ Save as a contact in your mail client and choose it for forwarding incoming invoices.
➜ If needed, you can set up automatic forwarding for a custom email address like "invoices@mycompany.com".
Automatic Approval Request
In MOCO, you can have invoices approved individually or set up an automated process to determine from which amount expenditures need to be approved by a specific person. MOCO will then automatically request approval. All information on invoice approval.
Payment Orders
Tick the box if batch payments are desired.
The expected date of the batch payment is shown when creating the payment order.
A batch payment is always executed at the earliest possible date. A single payment without a set target date (Payable by) – or a batch payment where at least one target date is missing, will be executed immediately.
The expected date of the batch payment is shown when creating the payment order.
A batch payment is always executed at the earliest possible date. A single payment without a set target date (Payable by) – or a batch payment where at least one target date is missing, will be executed immediately.
Standards for Project Assignment
The expenditure or its items can be assigned to projects for cost tracking and further billing. Standards can be predefined here in the settings – e.g., whether a general markup should be applied.
The standard "Billable & Within Budget" can be predefined in the Settings > Projects.
The standard "Billable & Within Budget" can be predefined in the Settings > Projects.
KSK
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.
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(English image not yet available)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
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
Planned
Settings > Expenditures > Planned
Planned expenditures guide financial reports and allow you to match incoming invoices precisely.
(English image not yet available)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.
(English image not yet available)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).
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(English image not yet available)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.
