Personal expenses
How It Works | Capture | Personal Expenses Invoicing | Approval and Payment | Project AssignmentHow It Works
Workflow
The employee records their expenditures (personal expenses, travel costs, and allowances), submits their personal expenses invoicing, and addresses it to their supervisor. The notified person reviews the receipts and approves or rejects them. Upon approval, a company expenditure is created from the personal expenses invoicing. Items can be assigned to projects. The amount can be paid out via a transfer order. The employee is always informed through their profile about which personal expenses invoicings have already been paid.
Activate Feature & Access Rights
Accounts wishing to record their personal expenses via MOCO activate the feature in the settings. Individuals who are to manage the personal expenses invoicings require full access or restricted access rights to "Expenditures".
Then you're ready to go:
(English image not yet available)
Then you're ready to go:
(English image not yet available)Capture
Receipts, expenses, travel costs, or flat rates can be captured through the following three methods: via email forwarding, mobile app, or directly in the software on your computer.
Send Email to MOCO
A personal spam-resistant inbox email is available (see image below: 3). Save this as a contact for quick access when sending emails. If a receipt needs to be sent, attach it as a PDF to the email. JPGs and PNGs are currently not considered (as images in signatures often create unnecessary receipts).
Mobile App
Scan receipts directly while on the go. This records the personal expense entry in your account.
Links: MobileApp for iPhone in the Apple Store and Android Google Play Store
Links: MobileApp for iPhone in the Apple Store and Android Google Play Store
In MOCO
On your computer or iPad you can also manually record personal expenses in the profile under "Personal expenses" (see image).
(English image not yet available)Personal Expenses Invoicing
Typically, receipts for a month are collected and then submitted together as a personal expenses invoice. When submitting, you can directly address a person within the company and add a comment.
Submit Personal Expenses
Select the accumulated receipts under "Personal expenses" in your profile and submit them as a personal expenses invoice. Choose a contact person and, if necessary, add a comment.
Mandatory Information
Date, title, and amount are mandatory fields and must be completed (4) before the item can be submitted (5). Optional details include category, project, billable, detailed information, receipt (PDF, PNG, JPG).
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Daily Allowances, Car Journeys
Currently, MOCO cannot automatically calculate daily allowances or car journeys. Information for calculations can be recorded as details for the item for traceability.
Workaround idea: use an Excel template, save the calculation as a PDF, and upload it as a receipt.
Mandatory Information
Date, title, and amount are mandatory fields and must be completed (4) before the item can be submitted (5). Optional details include category, project, billable, detailed information, receipt (PDF, PNG, JPG).
(English image not yet available)Daily Allowances, Car Journeys
Currently, MOCO cannot automatically calculate daily allowances or car journeys. Information for calculations can be recorded as details for the item for traceability.
Workaround idea: use an Excel template, save the calculation as a PDF, and upload it as a receipt.
Approval and Payment
Once a personal expenses report is created, the designated contact person is notified, and the report is available under "Expenditures" in the account for approval.
Contact Person Notification
The designated contact person (MOCO will suggest this person directly next time) is notified about the submitted personal expenses report.
Approval
The responsible person approves the personal expenses report under "Expenditures"
Under "Expenditures" > "Incoming" > "Personal expenses" (1,2), all pending personal expenses reports are collected and need to be reviewed. Details can still be completed or adjusted. Individual receipts can also be removed and returned to the submitting person.
(English image not yet available)Approve or Reject
Upon approval, the personal expenses report is converted into a regular expenditure with the corresponding items. The report can also be rejected (action at the top right "Thumbs Down Symbol"). The receipts are returned to the submitting person.
Automatic Project Cost Assignment upon Approval
When approved, an additional service is created from the items for the assigned projects – for cost tracking/rebilling purposes.
Paying Personal Expenses
Personal expenses reports can be conveniently paid via a transfer order. The prerequisite is that the employee's IBAN number is recorded.
Traceability for Employees
Each employee can track in their profile whether the personal expenses report has been settled. If necessary, a personal message can also be sent to the person via "Notes & Files".
Traceability for Employees
Each employee can track in their profile whether the personal expenses report has been settled. If necessary, a personal message can also be sent to the person via "Notes & Files".
Finding Personal Expenses Reports Later
- Under "Expenditures", you can filter by type Personal expenses or narrow down by name using the search term.
- Under "Personnel" for the person, all personal expenses reports are listed.
Correcting Personal Expenses Reports Later
1. Delete Expenditures or Approved Personal Expenses Report: Delete the expenditure at the top right of the detail view (including any recorded payment – it's best to take a quick screenshot so you have the amount and date ready later)
2. Application is Offered Again for Approval: The application can be accessed directly in the Smart Filter on the left under "Personal expenses submitted".
3. Adjust Items: You can edit the items on the application's detail view.
4. Approve and Create Expenditures: Approve the application again and recreate the expenditure. Record any previously deleted payment afterwards.
Project Assignment
When recording personal expenses, employees can directly assign a project. If an incorrect project is assigned, it should be corrected in the submitted expense report BEFORE approval, as approving it will immediately create the Additional service in the project (cost tracking/rebilling).
Projects can also be assigned at a later stage.
Receipts paid with the company credit card
Such receipts can be recorded by an employee without access rights to expenditures by sending them via email to the general inbox address. A draft will then be created for review.
If the employee should record incoming invoices but not see information on all expenditures, they are given restricted access rights for "Expenditures". They can then manage only the expenditures they have recorded and assign them to projects for rebilling and/or cost tracking.
Projects can also be assigned at a later stage.
Receipts paid with the company credit card
Such receipts can be recorded by an employee without access rights to expenditures by sending them via email to the general inbox address. A draft will then be created for review.
If the employee should record incoming invoices but not see information on all expenditures, they are given restricted access rights for "Expenditures". They can then manage only the expenditures they have recorded and assign them to projects for rebilling and/or cost tracking.
