Projects – General Information
Client Projects & Internal Projects | Project Details | Project Management | Services & Personnel | Copy, Archive, Delete | Information, History, File Upload, Communication | ExternalClient Projects & Internal Projects
Client Projects
Record under "Projects" using the green button. If a client is selected, the project will be listed under "Client Projects" (1).
Internal Projects
If you select your own company as the client when creating a project, it creates an internal project. This will be listed under "Internal Projects" (3).
Internal projects are used to track internal efforts. For example, admin tasks, acquisition, HR, accounting, or an internal website. These non-billable services, such as acquisition efforts, can be reallocated to a client project later.
Subproject/Partial Project
Partial projects in MOCO are equivalent to regular projects. These individual projects can be grouped into a project group (2). Project groups must be activated in the settings beforehand.
Project with Invoices to Different Clients/Persons
Create the project under a neutral client "Example Name" for a compact evaluation – and then issue the invoices to the client contacts.
If you want to create projects for your own company that should be treated like client projects, add your own company as a client under "Companies" and select it for the project.
Project Details
When setting up a project, in addition to the project name, client, client contact (optional), and project manager, the following is defined:
1) Project Type
You choose whether the invoicing will be based on effort (effort-based project) or fixed price (fixed-price project).
By additionally selecting "Monthly Budget?", a monthly hour quota or a retainer is added.
» Overview of all project types
2) Target Date The optional target date is displayed in the project list, and you can receive notifications about it.
3) Hourly Rate
Here you choose whether the proposed hourly rate is based on service, person, or is uniform. The standard hourly rates stored or those defined for the client, which may differ, apply.
Be sure to also record the internal hourly rates in the settings (what the performed hour costs you), as these are fundamental for profitability calculations.
» Store standard and internal hourly rates
4) Additional Fields can be added to forms. Such information can also be included in the invoice info block.
» Create additional fields and more information
» Store standard and internal hourly rates
4) Additional Fields can be added to forms. Such information can also be included in the invoice info block.
» Create additional fields and more information
Entering "h" for Hour Budgets
In the total budget or when budgeting for people or services, an hour budget can be entered using the suffix "h", which is automatically converted into the corresponding monetary value (if an hourly rate is stored).
Project Management
Each project is assigned a person under "Project Management".
This person
This person
- can filter their own projects in the project list at once using the keyboard shortcut "Q" (alternatively via the filter option at the top right).
- with restricted project access rights can only view their own projects.
- can only invoice their own projects with restricted invoicing access rights.
- receives various adjustable notifications about the project.
- can, if needed, be automatically listed as a contact on the invoice – in the info block or via the variables.
A second person can be assigned if necessary (small blue link). This could be a deputy or a team lead who, when filtering (Q) for their projects, also sees those of their team. With restricted project rights, one can view and edit others' projects. The set project notifications are also sent to the second person.
Services & Personnel
Once the project is saved, you can manage services and personnel in the detailed view:
Services for Time Tracking
Select Services
When creating the project, the predefined and marked standard services for time tracking are filled in. At least one service must be defined/active in the project for it to be available in time tracking.
Use the blue link "Adopt services?"
a) Select individual services or all services
b) Adopt services from the proposal – these are automatically budgeted accordingly.
When creating the project, the predefined and marked standard services for time tracking are filled in. At least one service must be defined/active in the project for it to be available in time tracking.
Use the blue link "Adopt services?"
a) Select individual services or all services
b) Adopt services from the proposal – these are automatically budgeted accordingly.
Project properties can also be adopted through project copying.
Services cannot be restricted to users. However, MOCO remembers the last selected service for the project in time tracking.
Edit Services
- Delete: Possible via the dropdown on the right as long as no hours have been recorded on it.
- Lock: Via the dropdown on the right. This service will no longer be offered in time tracking.
- Billable/Non-billable – selectable via the dropdown on the right.
- Change the order of services: Drag and drop as with standard services.
Additional Services In the project submenu "Additional Services," all services that are independent of time tracking are recorded. For example, third-party services, flat rates, travel expenses, subscriptions, etc. More information on this
Service Categories
You can define categories to evaluate income (category, cost center, revenue account). Activate categories -> Assign categories.
Service Categories
You can define categories to evaluate income (category, cost center, revenue account). Activate categories -> Assign categories.
Personnel & Teams for Time Tracking
Only the added personnel will have the project offered in time tracking. When creating the project, the creator is automatically added as a person. If you want to always add all personnel, this can be selected in the settings under "Projects."
Assign individual personnel or teams
Individual personnel, entire teams, or all can be specifically assigned. This reduces the project selection in time tracking for the individual employee and avoids incorrect bookings.
In addition to the fixed teams, which usually represent departments, you can also mark temporary project teams using labels – and assign them with a single click.
In addition to the fixed teams, which usually represent departments, you can also mark temporary project teams using labels – and assign them with a single click.
Assign specific or all projects to a new user
Under "Personnel" > Person > "Projects" via the "+" at the top right, specific or all projects can be assigned for time tracking.
Information on assigned projects
Each user sees the projects assigned to them listed in their profile. This provides an overview without additional access rights to "Projects" and independent of the time tracking selection.
Copy, Archive, Delete
Edit, Archive, Copy, Delete
You can manage a project in the list via the dropdown on the right or directly within the project at the top right.
Copy
Projects can be copied. The client and properties to be retained are selected during the copy step.
Archive
Projects should be archived after completion (usually after the final invoice) (see illustration). During this step, MOCO informs about any outstanding items and proposals and assists the user by taking essential steps upon approval when archiving a project:
You can manage a project in the list via the dropdown on the right or directly within the project at the top right.
Copy
Projects can be copied. The client and properties to be retained are selected during the copy step.
Archive
Projects should be archived after completion (usually after the final invoice) (see illustration). During this step, MOCO informs about any outstanding items and proposals and assists the user by taking essential steps upon approval when archiving a project:
- Open proposals are marked as "ignored".
- Open items (hours and additional services) are marked as invoiced.
- Recurring additional services are paused.
Delete
Only empty projects can be deleted. Reallocate or delete any existing hours if necessary.
Only empty projects can be deleted. Reallocate or delete any existing hours if necessary.
Information, History, File Upload, Communication
Additional Information: In the project, further details can be entered in the project form under "Additional Information" (see small blue link).
Invoicing Information: Within the project under "Invoicing", you can specify a billing address, email address, CC address, and a text note (accompanying the entire invoicing process) that differ from the client's details (1).
Notes & Files: The notes section can be used for project notes or history. Informative files can also be uploaded here, or people can be notified (2).
Capture Individual Project Data: Depending on your needs, you can define general custom fields for the project. These can also be displayed on an invoice.
External
Typically, these scenarios occur:
A) Externals log hours in MOCO
For instance, if freelancers charge for their services based on hours worked, it's beneficial for them to promptly log their hours in MOCO.
→ This allows you to see the current budget progress (Completed) at any time.
→ The hours can be invoiced directly, and you also have the timesheet.
If freelancers bill hours on a 1:1 basis, you can set this hourly rate as an internal rate. However, do not assign the incoming invoice to the project.
If freelancers issue an invoice differing from the logged hours, set the internal hourly rate to 0 and assign the freelancer's invoice to the project as a cost (with the attribute "not in budget"). If you don't use MOCO's invoice entry, manually record the invoice directly in the project as an additional service.
→ This allows you to see the current budget progress (Completed) at any time.
→ The hours can be invoiced directly, and you also have the timesheet.
If freelancers bill hours on a 1:1 basis, you can set this hourly rate as an internal rate. However, do not assign the incoming invoice to the project.
If freelancers issue an invoice differing from the logged hours, set the internal hourly rate to 0 and assign the freelancer's invoice to the project as a cost (with the attribute "not in budget"). If you don't use MOCO's invoice entry, manually record the invoice directly in the project as an additional service.
B) Externals do NOT log hours in MOCO
When creating the project, already record the freelancer's amount as an additional service (or take the position directly from the proposal). This amount is then reserved in the budget progress (Completed).
When the freelancer's invoice arrives, assign it to the additional service.
→ Either a) upload the invoice for traceability and adjust the cost amount if needed.
→ Or b) use MOCO's invoice entry: assign the expenditure to the additional service. The document is automatically linked, and the costs are updated and locked.
When the freelancer's invoice arrives, assign it to the additional service.
→ Either a) upload the invoice for traceability and adjust the cost amount if needed.
→ Or b) use MOCO's invoice entry: assign the expenditure to the additional service. The document is automatically linked, and the costs are updated and locked.
