Record Expenditures
Workflow | Capture | Multiple Positions | Fixed Costs | E-InvoicesWorkflow
In MOCO's central digital invoice reception, all company expenditures with receipts are collected.
The recorded expenditures are reviewed and processed. Completed expenditures are moved to the archive and then exported for accounting. Additionally, you can plan your expenditures.
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English image not yet available...Capture
Expenditures can be captured directly or automatically. Use AI-based Optical Character Recognition (OCR) for many receipts. Expenditure data can be extended with custom fields.
Forward incoming PDF invoices directly to the Email-to-Inbox address or set this email address directly with the services. You can find this address in the settings under "Expenditures".
➜ The long string ensures that the address cannot be misused by spammers.
➜ Save the address as an email contact "Receipts to MOCO" for easy access.
➜ Set the inbox address with services: If you can set the invoice address with subscription services (like MOCO), enter the inbox address provided by MOCO.
➜ Option for own email address: An automatic forwarding from your own email address to the MOCO address can be set up with your email provider. To avoid unwanted emails landing in the invoice inbox, we recommend choosing a specific invoice email address that is not easily guessable from the outside. This address can then be communicated to specific suppliers.
➜ The long string ensures that the address cannot be misused by spammers.
➜ Save the address as an email contact "Receipts to MOCO" for easy access.
➜ Set the inbox address with services: If you can set the invoice address with subscription services (like MOCO), enter the inbox address provided by MOCO.
➜ Option for own email address: An automatic forwarding from your own email address to the MOCO address can be set up with your email provider. To avoid unwanted emails landing in the invoice inbox, we recommend choosing a specific invoice email address that is not easily guessable from the outside. This address can then be communicated to specific suppliers.
Bulk Upload
Upload multiple receipts at once (PDF, JPG, or PNG) via bulk upload at the top right using the upload icon
Tip: Digital and paper-based invoice documents have been legally equivalent for years – yet many paper invoices still arrive. Inform existing and new suppliers of your preference to receive invoice PDFs via email to the invoice inbox. This usually allows invoices to be paid more quickly, which is also beneficial for suppliers.
Tip: Digital and paper-based invoice documents have been legally equivalent for years – yet many paper invoices still arrive. Inform existing and new suppliers of your preference to receive invoice PDFs via email to the invoice inbox. This usually allows invoices to be paid more quickly, which is also beneficial for suppliers.
Manual Entry
Enter individual invoices directly using the green button "+ New Expenditure"
Paper Receipts
Scanning
If you have accumulated multiple or multi-page paper invoices, scan them with an efficient scanner (e.g., high-performance desktop scanners with multi-feed – Test Report 2022 such as Fujitsu ScanSnap iX1500) directly into the cloud.
If you have accumulated multiple or multi-page paper invoices, scan them with an efficient scanner (e.g., high-performance desktop scanners with multi-feed – Test Report 2022 such as Fujitsu ScanSnap iX1500) directly into the cloud.
Capture via Smartphone
It is planned to capture receipts with the MOCO iPhone or Android app.
Until then, this can be done with other apps. For example, with Adobe Scan (free)
1. Scan the document
2. Save as PDF
3. Share via email to MOCO
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Until then, this can be done with other apps. For example, with Adobe Scan (free)
1. Scan the document
2. Save as PDF
3. Share via email to MOCO
English image not yet available...Capture via API, Zapier, or Make
Personal Expenses
Employees can also capture personal expenses and submit them as an expense report. Approval is done in the expenditure inbox, and the amount can be settled via bank transfer. All information on the personal expenses workflow
Credit Card Integration
Receipts paid by credit card can also be captured using the regular capture options or through full integration. All credit card payments and receipts are then automatically captured and fully synced.
Synchronize credit card payments including receipts with MOCO.
Synchronize credit card payments including receipts with MOCO.
E-Invoice
Coming on 1.1.2025. More information
Automatic Reading / OCR
QR Invoice Switzerland
Standard QR invoices are automatically read by MOCO.
AI-based OCR
Standard QR invoices are automatically read by MOCO.
AI-based OCR
MOCO offers AI-based OCR as an extension. Receipts are then automatically read, and the data only needs to be verified/completed. The text recognition improves with each capture to achieve better reliability over time.
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VIDEO: How to activate and use OCR (2:17)
More information on activation, costs & tips on what to consider beforehand to ensure successful text recognition
English image not yet available...VIDEO: How to activate and use OCR (2:17)
More information on activation, costs & tips on what to consider beforehand to ensure successful text recognition
Custom Expenditure Data
Custom data capture requirements
Like other instances, the form for an incoming invoice can also be extended with custom fields.
Budgets and Categories (optional)
Incoming invoices can be assigned budgets and/or categories (expense accounts).
More about budgets and comparison to categories
More about categories
Budgets and Categories (optional)
Incoming invoices can be assigned budgets and/or categories (expense accounts).
More about budgets and comparison to categories
More about categories
Miscellaneous
Custom Data Capture Requirements
Expenditure data can be extended with custom fields.
Budgets and Categories (optional)
Incoming invoices can be assigned annual budgets and/or categories (expense accounts).
More about budgets and comparison to categories
More about categories
More about budgets and comparison to categories
More about categories
Duplicate Detection
MOCO detects duplicate uploaded receipts and notifies you.
Multiple Positions
An expenditure can consist of multiple positions. Each position can be assigned to a different project and expense account.
Normally, an expenditure is recorded with one position. For different tax rates or if you want to assign different positions to different projects, multiple positions can also be recorded within the expenditure. Use the "+New Position" button for this.
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Options via OCR
Through the OCR option, MOCO automatically reads the document as 1 position. Alternatively, you can also have the detailed positions read out when creating the expenditure.
Categories (Expense Accounts)
Categories correspond to expense accounts. Activate them if necessary in the settings under "Accounting"
KSK
Positions can be marked and evaluated for KSK.
English image not yet available...Options via OCR
Through the OCR option, MOCO automatically reads the document as 1 position. Alternatively, you can also have the detailed positions read out when creating the expenditure.
Categories (Expense Accounts)
Categories correspond to expense accounts. Activate them if necessary in the settings under "Accounting"
KSK
Positions can be marked and evaluated for KSK.
Fixed Costs
Settings > Expenditures > Fixed Costs
In addition to the recorded vouchers in the "Expenditures" section, you enter the fixed costs here.
Fixed costs are, for example, expenditures such as rent, wages, bank fees – all expenditures for which there is no incoming invoice and which are booked differently in accounting. Regular billings such as mobile phone bills are not meant by this – they are recorded as an incoming invoice.
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English image not yet available... Consideration in Reports
- In the Company Report and Financial Report
- Expenditure Report Fixed costs are part of the "Payments"
Recording Independent Payments
If you are looking for an option to record individual independent payments: It can be recorded under "Expenditures" > "Payments" > top right a "Payment without voucher".
E-Invoices
In the EU, e-invoices are becoming mandatory for B2B companies. Germany is planning a phased introduction. Starting January 1, 2025, e-invoices must be receivable. We've summarized what e-invoices are, why this mandate exists, and the implementation plan for you here: E-Invoice Mandate for B2B and Implementation Plan.
As a MOCO user, you don't need to worry about anything. The invoice reception will be implemented according to the mandate requirements and will not feel much different from receiving other formats as you do now.
As a MOCO user, you don't need to worry about anything. The invoice reception will be implemented according to the mandate requirements and will not feel much different from receiving other formats as you do now.
