Workflows

If the job is not yet confirmed, it is best to work with leads (the term refers to capturing a qualified prospect). This not only makes business development more efficient and reliable, but also allows you to calculate the likely upcoming order volume accordingly. This provides more meaningful insight than simply looking at quote totals.  More Info on Leads
Once you have confirmation, you can create the project (or several) from a lead. Details and quote(s) are carried over.
How to Create a Project from a Lead

Create quotes under "Acquisition" > "Quotes". Once the client has commissioned you, create the project directly from the quote. The details are carried over to the project and the quote is assigned.

Assign a Lead Retrospectively
In the project, under "Quotes", you can also link a lead retrospectively.

Assign an Individual Quote Retrospectively
You can also assign the quote to the project at a later stage.
 Move/Assign Quotes

In the project, the total of assigned confirmed quotes can be used as the project budget (blue link in the budget row). Line items marked as additional services are carried over as a proportional additional service budget. 

When creating the project from the quote, you can choose directly at the end of the form whether you want to carry over the services.
Under "Services", the services from the quote can be carried over for time tracking at any time afterwards (blue link).
The service is automatically budgeted with the amount set. Line items marked as additional services are not included.

If you use services with day rates in the quote, these are automatically converted when they are carried over to the project. MOCO recognises common unit labels such as, for example, Tag, Tage, and d.

Additional services marked in the quote can be carried over to the project. To do this, in the project under "Additional Services", select the relevant quote.

Create Project
A project is created independently under "Projects" created – or from a lead or quote (see above). Depending on the situation and how you work.

Ongoing Project
Services are booked to the project: hours and/or additional services.

Work Completed
If you want to prevent anything else being booked to the project, lock the services:

If needed, the project can be marked as completed with a previously created Label. For example, if the invoice is created by someone else in the company.

Create Invoice(s)
The person responsible for Billing can filter the projects to be billed using the Smart Filter (1a) or the Label mentioned above (1b). Clicking the billable amount in the project list (2) takes you straight to the Billing options.
Tip: hold down the cmd (or Apple) key to open the Billing options in a new tab. Create the invoice, close the tab, then return to the project list to bill the next project.
 

Invoices can also be created across projects at client level – or via Bulk Billing.

Archive
After the final invoice, archive the project. This keeps the project list tidy. Invoices are managed separately under "Billing".

For many third-party cost items, it makes sense to do a pre-calculation as part of quote creation, as it helps you estimate expected profitability more accurately. This is particularly useful, for example, when mark-ups are intended to create a project management buffer. The costs recorded there can be transferred directly into the project and are updated when an incoming invoice is assigned.

1. In the quote, mark the Additional services (usually third-party costs) as such.
2. Using the Cost calculation in the quote, you can enter known costs in advance (pre-calculation).
3. In the project, under "Additional services", transfer the additional services from the quote. They reserve the planned or quoted third-party costs in the project. Any forecast costs are transferred as well. Services for time tracking can also be transferred and are budgeted automatically.
4. Record the invoices you receive for the third-party costs under "Purchases" and assign them to the additional services. MOCO updates the cost amount and links the document.
5. When billing the item, you can send the document along with it. To do this, in the invoice (at the end of the form), select the document as an attachment.

You can find the final profitability of the project — which may also include multiple quotes — in the project report, or under “Reports” > “Projects” (with a breakdown of profitability by third-party costs or overall).