Additional services
External Services, Flat Rates, Subscriptions, etc. | Rebilling | Budgeting | Predefine / Adopt from Proposal | Costs, Cost Groups | Central Management & FilteringExternal Services, Flat Rates, Subscriptions, etc.
In MOCO, additional services are those that are independent of time tracking. They are recorded under "Additional services" (1) within the project for further invoicing and/or cost tracking. If you use the expenditures section, you can allocate costs.
One-time & Recurring Additional Services
One-time additional services (2) might include
- Personal expenses, travel costs
- External costs
- Flat rates (e.g., workshops)
- Percentage-based incidental cost flat rate
- Items
Recurring additional services (3) are regular services such as
- Subscriptions
- Domain, hosting
- Recurring flat rates (see alternative option Retainer)
Recurring Additional Services:
Never forget to invoice recurring services like hosting again
When you set up a recurring additional service, it acts as a "trigger" (3). On the specified date and frequency, the additional service is automatically created and displayed as billable in the project list. This way, you never forget to invoice a service like hosting again.
If you want to create the item before the due date, select the "Create" action for the recurring additional service. You can then find, select, and invoice it under "Billable Items" in the project or client.
If you want to create the item before the due date, select the "Create" action for the recurring additional service. You can then find, select, and invoice it under "Billable Items" in the project or client.
Miscellaneous
Reassign additional service
Additional services can be reassigned to another project similar to hours as long as they haven't been invoiced. To do this, go to "Additional services" in the project list on the right via the dropdown or choose the action in the detail view at the top right:
Predefine and insert additional services
In the settings under "Services" > "Additional services", you can predefine additional services and then add them to the project via the "Standard Additional Services" selection.
Export at project level
You can export a project's additional services from the top right in the overview: Collect the receipts or the Excel overview
Service categories for cost centers & revenue accounts
For income analysis or your accounting, you can also define categories. Simply activate and expand the services with this dimension! Define categories
Service categories for cost centers & revenue accounts
For income analysis or your accounting, you can also define categories. Simply activate and expand the services with this dimension! Define categories
Rebilling
For additional services, you can choose whether a service is billable and should be counted towards the budget progress (1).
Within Budget & Billable
Within Budget
Yes → The service is within the project budget
No → The service is not within the project budget.
Billable
Yes → Should be offered for invoicing.
No → Should not be included in the invoice (costs are only used for profitability calculation).
Yes → The service is within the project budget
No → The service is not within the project budget.
Billable
Yes → Should be offered for invoicing.
No → Should not be included in the invoice (costs are only used for profitability calculation).
Assign Incoming Invoice
When using the "Expenditures" section, you can assign the recorded costs (incoming invoices and personal expenses) to projects. Depending on your choice, you can create an additional service or assign the expenditure to an existing additional service. Multiple assignments per additional service are possible.
You can incorporate additional services directly from a proposal at the start of a project (see below).
More detailed information on expenditure assignment
Complete Assignment
Once all expenditures are assigned, complete the additional service or select "Expenditure Assignment inactive" (also possible via bulk action in the list).
You can incorporate additional services directly from a proposal at the start of a project (see below).
More detailed information on expenditure assignment
Complete Assignment
Once all expenditures are assigned, complete the additional service or select "Expenditure Assignment inactive" (also possible via bulk action in the list).
Attach Receipts to Invoice
When invoicing an additional service, existing PDF receipts are automatically offered as an attachment to the invoice. Receipts from assigned expenditures override any document already recorded with the additional service.
Plan Expenditure for Financial Forecast and Reconciliation of Incoming Invoices
With MOCO, you can plan additional services as project expenditures. To do this, activate the "Planned" expenditures section and record the date and planned amount under "Expenditure Assignment active" for the additional service. The additional service will then be directly suggested for reconciliation of incoming invoices.
All information on planning expenditures
All information on planning expenditures
Select Default Setting
- Within Budget/Billable and Expenditure Assignment active under Settings > Projects.
- Standard markup for project assignment of expenditures without existing additional service: Settings > Expenditures
Budgeting
The additional service budget is considered a part of the project budgets (sales price or total of proposed services excluding internal services), therefore it cannot exceed the project budget itself.
Budgeting for Delimitation & Control
→ Delimit internal services to accordingly reduce remaining hours for time tracking.
→ Control the budget with progress bars under "Additional services" and view remaining amounts in the project report. Alternatively, use cost pots for this purpose
→ Control the budget with progress bars under "Additional services" and view remaining amounts in the project report. Alternatively, use cost pots for this purpose
Ways to Set the Budget
Directly in the project form below the project budget (1). You can also enter a percentage (e.g., 20%), and MOCO will automatically calculate the amount. Example: Project budget 12,000 > Enter "50%" > Output 6,000
Adoption from Proposal: MOCO offers to adopt the proposal amount on the project page (2). If additional services are marked accordingly in the proposal, MOCO will also automatically fill in the proportional additional services as a budget.
In the project under "Additional services" directly under the blue link "Budget additional services? (3)"
Adoption from Proposal: MOCO offers to adopt the proposal amount on the project page (2). If additional services are marked accordingly in the proposal, MOCO will also automatically fill in the proportional additional services as a budget.
In the project under "Additional services" directly under the blue link "Budget additional services? (3)"
Predefine / Adopt from Proposal
Additional services recorded in settings or in the proposal can be incorporated into the project.
Predefining Additional Services
If you regularly offer certain services, it makes sense to record standard additional services in the settings. These predefined additional services can be inserted at desired locations via the "Service Catalogue" (Proposal, Project, Invoice).
Adopt Additional Services from Proposal
1. A proposal must be present/linked in the project and additional services marked within it.
2. In the project, under "Additional Services" > "+ New Additional Service", select the proposal.
3. Individual or all additional services can then be adopted into the project. If you have a flat-rate item (e.g., flat-rate ancillary costs), you can adopt this as a group (= cost pool) and allocate future recorded expenditures against it:
To better assess when this function is particularly useful, let's delve a bit deeper into the handling of additional services:
Additional services are only recorded when they actually occur
Often, a price for third-party costs (external services) is assumed in proposals. Here, it makes sense to record the service in the project only when it has actually occurred or has been approved by the client. This also clarifies what the service costs the company – and at what price the service will be charged to the client. If the amounts differ, you enter these accordingly for amount and cost.
If you use the expenditures section to record all incoming invoices to the company, this incoming invoice can be assigned to the project. This action indirectly creates the additional service – or you select an already recorded additional service. The actual cost amount is then updated if necessary for the additional service.
You want all additional services listed immediately in the project.
If services that are unrelated to time tracking are already concrete and confirmed by the client, it can make sense to adopt all these services from the proposal into the project. They can initially serve as a "shell" and already show firmly planned services immediately in the budget progress.
2. In the project, under "Additional Services" > "+ New Additional Service", select the proposal.
3. Individual or all additional services can then be adopted into the project. If you have a flat-rate item (e.g., flat-rate ancillary costs), you can adopt this as a group (= cost pool) and allocate future recorded expenditures against it:
To better assess when this function is particularly useful, let's delve a bit deeper into the handling of additional services:
Additional services are only recorded when they actually occur
Often, a price for third-party costs (external services) is assumed in proposals. Here, it makes sense to record the service in the project only when it has actually occurred or has been approved by the client. This also clarifies what the service costs the company – and at what price the service will be charged to the client. If the amounts differ, you enter these accordingly for amount and cost.
If you use the expenditures section to record all incoming invoices to the company, this incoming invoice can be assigned to the project. This action indirectly creates the additional service – or you select an already recorded additional service. The actual cost amount is then updated if necessary for the additional service.
You want all additional services listed immediately in the project.
If services that are unrelated to time tracking are already concrete and confirmed by the client, it can make sense to adopt all these services from the proposal into the project. They can initially serve as a "shell" and already show firmly planned services immediately in the budget progress.
Costs, Cost Groups
The specification of costs serves for profitability analysis. Through a group, you can control a cost budget within a project.
Costs
Your own (anticipated) costs are recorded under "Total Costs" for the additional service (1). MOCO then automatically calculates the margin/markup (2). The costs impact the profitability reports.
Pre-calculate in the proposal
If needed, the anticipated costs can already be recorded in the proposal cost calculation and transferred to the project when the additional service is adopted.
Actual costs when assigning expenditures
If you use the expenditure assignment (option expenditure assignment active), the assignment of expenditures/incoming invoices (or individual items from them) records the effective costs. Once all expected expenditures are assigned, you can lock the additional service for further assignments (= expenditure assignment inactive).
Pre-calculate in the proposal
If needed, the anticipated costs can already be recorded in the proposal cost calculation and transferred to the project when the additional service is adopted.
Actual costs when assigning expenditures
If you use the expenditure assignment (option expenditure assignment active), the assignment of expenditures/incoming invoices (or individual items from them) records the effective costs. Once all expected expenditures are assigned, you can lock the additional service for further assignments (= expenditure assignment inactive).
Cost Groups
With cost groups, you control costs (budgets) across multiple additional services. This allows for another level of cost control (EK) alongside the overall set additional service budget (VK).
1. Create a new group via the "+": Name it, choose a budget and colour.
2. The group is displayed hierarchically.
3. Assign additional services individually or through multiple selection.
1. Create a new group via the "+": Name it, choose a budget and colour.
2. The group is displayed hierarchically.
3. Assign additional services individually or through multiple selection.
- Budget control via the progress bar: The costs (middle column) of the assigned additional services run against the group's set budget.
- Filter by assigned additional services: Click on the group.
- Manage the groups: Groups can be managed on the right via the pencil icon (name, colour, budget amount, delete).
- Groups (e.g., an incidental cost allowance) can be directly adopted from proposals.
Invoicing cost groups
The grouped additional services appear individually on the invoice as usual. When invoicing, you see the group affiliation, allowing for targeted invoicing.
If you want an additional service on the invoice, it's better to use this additional service as a collective item. You can assign multiple expenditures to it.
If you want an additional service on the invoice, it's better to use this additional service as a collective item. You can assign multiple expenditures to it.
Central Management & Filtering
Once at least 10 Additional services have been created, an overview will appear under "Projects" > "Additional services" (1). These services can be centrally managed in this list:
- Filter: Numerous filtering options - e.g., by Client, project management, or keyword. (3)
- Sort: Sort columns in ascending or descending order.
- Document Info: Indicates if a document is available - accessible directly from the list by clicking the icon.
- Incoming Invoice: Shows if an incoming invoice with a supplier is assigned.
- Group Affiliation: Displays the cost group (if available in the project).
- Edit: Adjust, copy, and reallocate the additional service as in the project.
- Create: Create new additional services.
- Export: Specifically export filtered additional services. (5)
If you select "+Recurring" in the filter, all additional services that will be created in the future through recurring services or are planned for creation will also be displayed.
You can find the list of recurring additional services in the second tab (2+4).
