Personal expenses
How It Works | Capture | Personal Expenses Invoicing | Approve, Pay Out | 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:
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Then you're ready to go:
(English image not yet available)Capture
Receipts, purchases, travel expenses, or per diems can be captured in three ways: by forwarding an email, via the mobile app, or directly in the desktop software.
Send an Email to MOCO
You have a personal, spam-resistant inbox email address (see image below: 3). Save it as a contact for sending emails, so you can access it quickly. If you want to include a receipt, attach it to the email as a PDF. JPGs and PNGs are currently not supported (as images are often used in email signatures, which would otherwise create a receipt).
Mobile App
Scan a receipt on the go. This captures the personal expenses entry in your account.
Links: Mobile app for iPhone in the Apple Store and Android Google Play Store
Links: Mobile app for iPhone in the Apple Store and Android Google Play Store
In MOCO
On your computer or iPad you can also capture personal expenses manually in your profile under "Personal Expenses" (see image).
(English image not yet available)Personal Expenses in Foreign Currency
By default, personal expenses are captured in your account currency. If you store other currencies in your account, they will also be available to select here.
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.
Approve, Pay Out
Once a personal expenses claim has been created, the selected contact person is notified, and the claim is available in your account under "Purchases" for approval.
Contact Person Is Notified
The selected contact person (MOCO will suggest them directly next time) is notified about the submitted personal expenses claim.
Approval
The responsible person approves the personal expenses claim under "Purchases"
Under "Purchases" > "Incoming" > "Personal expenses" (1,2), all open personal expenses claims are collected and need to be checked. Details can still be completed or adjusted at this stage. Individual receipts can also be removed. They will be sent back to the person who submitted them.
(English image not yet available)Approve or Reject
When you approve, the personal expenses claim is converted into a regular purchase with the corresponding line items. The personal expenses claim can also be rejected (action at the top right, "thumbs-down" icon). The receipts will be sent back to the person who submitted them.
Automatic Project Allocation of Costs on Approval
When approving, for the assigned projects, the additional service is created from the line items for cost tracking and recharging.
Paying Out Personal expenses
Personal expenses claims can be paid conveniently via a payment order. The prerequisite is that the employee’s IBAN is stored.
Transparency for Employees
Each employee can see in their profile whether the personal expenses claim has been paid. If needed, you can also send the person a personal message via "Comments".
Transparency for Employees
Each employee can see in their profile whether the personal expenses claim has been paid. If needed, you can also send the person a personal message via "Comments".
Finding Personal expenses Claims Later
- Under "Purchases", you can use the filters to narrow down by the type Personal expenses, or use the search term to filter by name.
- Under "People", all personal expenses claims are listed for the relevant person.
Correcting Personal expenses Claims Afterwards
1. Delete the purchase or approved personal expenses claim: Delete the purchase at the top right of the detail view (including any payment already recorded). It’s best to take a quick screenshot so you have the amount and date to hand later.
2. The claim is submitted for approval again: You can access the claim directly via the smart filter on the left under "Personal expenses submitted".
3. Adjust line items: In the claim’s detail view, you can edit the line items.
4. Approve and create the purchase: Approve the claim again to recreate the purchase. Re-enter any payment you may have deleted earlier.
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.
