Record Expenditures
Workflow | Capture | Multiple Items | Fixed Costs | E-InvoicesWorkflow
In MOCO’s central digital invoice inbox, all your business purchases and supporting receipts are collected in one place.
Recorded purchases are reviewed and processed. Completed purchases are moved to the archive and then exported for accounting. You can also plan your purchases alongside this.
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(English image not yet available)Capture
Purchases can be captured directly or automatically. If you have lots of receipts, use the AI-based automatic text recognition (OCR). Purchase data can be extended as needed with custom fields.
Invoices that arrive by email can be forwarded directly to your Email-to-Inbox address, or you can save this email address with the relevant services. You can find this address in Settings under "Purchases".
➜ The long character string ensures the address cannot be misused by spammers.
➜ Save the address as an email contact called "Receipts to MOCO" so you can access it quickly.
➜ Save the inbox address with services: If you can set the billing address yourself in subscription services (such as MOCO), enter the inbox address provided by MOCO.
➜ Option: your own email address: automatic forwarding from your own email address to the MOCO address can be set up with your email provider. For security reasons, we recommend using a dedicated invoice-receipt email address that cannot easily be guessed from the outside. You can then share this address with suppliers.
➜ The long character string ensures the address cannot be misused by spammers.
➜ Save the address as an email contact called "Receipts to MOCO" so you can access it quickly.
➜ Save the inbox address with services: If you can set the billing address yourself in subscription services (such as MOCO), enter the inbox address provided by MOCO.
➜ Option: your own email address: automatic forwarding from your own email address to the MOCO address can be set up with your email provider. For security reasons, we recommend using a dedicated invoice-receipt email address that cannot easily be guessed from the outside. You can then share this address with suppliers.
Bulk Upload
Upload multiple receipts at once (PDF, JPG, or PNG) via the upload icon in the top right. See how
Tip: Digital and paper invoices have been treated equally for VAT purposes for years – yet plenty of paper invoices still arrive. Let existing and new suppliers know you would like to receive invoice PDFs by email to your invoice inbox. As invoices can usually be paid more quickly this way, it benefits suppliers too.
Tip: Digital and paper invoices have been treated equally for VAT purposes for years – yet plenty of paper invoices still arrive. Let existing and new suppliers know you would like to receive invoice PDFs by email to your invoice inbox. As invoices can usually be paid more quickly this way, it benefits suppliers too.
Capture Individually (Manual)
Single invoices can be captured directly via the green "+ New Purchase" button.
Paper Receipts
Scan with the MOCO Mobile App
Scan receipts with your personal MOCO iPhone app – or use the "Share document" option for photos. For receipts to be captured not only as personal expenses but also as a business purchase, a user needs access rights for Purchases. If certain people do not have access rights for Purchases, you can alternatively use email forwarding to the inbox address (see above). More about the mobile apps
Scan receipts with your personal MOCO iPhone app – or use the "Share document" option for photos. For receipts to be captured not only as personal expenses but also as a business purchase, a user needs access rights for Purchases. If certain people do not have access rights for Purchases, you can alternatively use email forwarding to the inbox address (see above). More about the mobile apps
Other capture option via smartphone
1. Scan the document – for example with Adobe Scan (free)
2. Save as PDF
3. Use Share to email it to MOCO
Efficient office scanner
If you have accumulated several or multi-page paper invoices, use an efficient scanner (e.g. high-performance desktop scanners with an automatic document feeder – review 2022, for example Fujitsu ScanSnap iX1500) to send them straight to the cloud.
2. Save as PDF
3. Use Share to email it to MOCO
Efficient office scanner
If you have accumulated several or multi-page paper invoices, use an efficient scanner (e.g. high-performance desktop scanners with an automatic document feeder – review 2022, for example Fujitsu ScanSnap iX1500) to send them straight to the cloud.
Capture via API, Zapier, or Make
Personal Expenses
Employees can also capture personal expenses and submit them as an expense claim. Approval happens in the purchase inbox, and the amount can be paid via a bank transfer order. All information on the personal expenses workflow
Credit Card Integration
Receipts paid by credit card can be captured using the standard capture options, or you can use the full integration. All credit card payments and receipts are then captured automatically and fully synced.
Sync credit card payments, including receipts, with MOCO.
Sync credit card payments, including receipts, with MOCO.
E-Invoice
MOCO recognises and processes e-invoices in line with the B2B e-invoicing requirement that applies in Germany from 1 January 2025. Capture e-invoices just like PDF invoices: by email or upload.
All information on formats and benefits
All information on formats and benefits
Automatic Data Extraction / OCR
Swiss QR-Bill
Standard QR-bills are automatically read by MOCO.
AI-Based OCR
Standard QR-bills are automatically read by MOCO.
AI-Based OCR
MOCO offers an AI-based OCR add-on. Receipts are then read automatically, and you only need to review and add any missing details. The text recognition learns with every capture, improving reliability over time.
E-invoices are recognised directly and do not go through OCR.
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VIDEO: How to activate and use OCR (2:17)
More detailed information on activation, costs, and tips on what to consider in advance so text recognition can get off to a successful start
E-invoices are recognised directly and do not go through OCR.
(English image not yet available)VIDEO: How to activate and use OCR (2:17)
More detailed information on activation, costs, and tips on what to consider in advance so text recognition can get off to a successful start
Custom Purchase Data
Custom requirements for data capture
As with other areas, the form for an incoming invoice can be extended with custom fields.
Budgets and Categories (optional)
Incoming invoices can be assigned to budgets and/or categories (expense accounts).
More about budgets and how they compare with categories
More about categories
Budgets and Categories (optional)
Incoming invoices can be assigned to budgets and/or categories (expense accounts).
More about budgets and how they compare with categories
More about categories
Other
Custom requirements for data capture
Purchase data can be extended with custom fields.
Budgets and Categories (optional)
Incoming invoices can be assigned to annual budgets and/or categories (expense accounts).
More about budgets and how they compare with categories
More about categories
More about budgets and how they compare with categories
More about categories
Duplicate Detection
MOCO detects receipts that have been uploaded twice and flags them.
Multiple Items
An expenditure can consist of multiple items. Each item can be assigned to a different project and expense account.
Typically, an expenditure is recorded with a single item. However, if there are different tax rates or if you wish to assign various items to different projects, multiple items can be recorded within the expenditure. Use the "+New Item" button for this.
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Options via OCR
Using the OCR option, MOCO automatically reads the receipt as one item. Alternatively, you can choose to read the detailed items when creating the expenditure.
Categories (Expense Accounts)
Categories correspond to expense accounts. Activate them if needed in the settings under "Accounting".
KSK
Items can be marked and evaluated for KSK.
(English image not yet available)Options via OCR
Using the OCR option, MOCO automatically reads the receipt as one item. Alternatively, you can choose to read the detailed items when creating the expenditure.
Categories (Expense Accounts)
Categories correspond to expense accounts. Activate them if needed in the settings under "Accounting".
KSK
Items can be marked and evaluated for KSK.
Fixed Costs
Settings > Expenditures > Fixed Costs
In addition to the recorded receipts in the "Expenditures" section, you can document your fixed costs here.
Fixed costs include expenditures such as rent, wages, and bank fees – all expenses for which there is no incoming invoice and are accounted for differently in bookkeeping. Regular invoicing like mobile phone bills are not included here – these are recorded as incoming invoices.
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(English image not yet available) Inclusion in Reports
- In the Company Report and Financial Report
- Expenditure Report Fixed costs are part of "Payments"
Recording Independent Payments
If you are looking for an option to record individual independent payments: It can be done under "Expenditures" > "Payments" > top right as a "Payment without Receipt".
E-Invoices
MOCO recognises and processes them. Like PDF invoices, e-invoices are captured via email or upload. The data is available directly in MOCO (without OCR).
B2B requirement in Germany (1 January 2025)
Across the EU, e-invoicing will become mandatory for B2B businesses. Germany is planning a phased rollout. From 1 January 2025, businesses must be able to receive e-invoices. We’ve summarised what e-invoices are, why this requirement exists, and what the rollout plan looks like here: E-Invoicing Requirement for B2B and Rollout Plan.
Capture via Email or Upload
E-invoices are captured via email forwarding or upload – and, as before, are read and displayed directly. Accounting preparation and export work as usual.
Data Is Read Automatically
With e-invoices, you save time and money. That’s because e-invoices include clear, structured data. This allows MOCO to fill in forms automatically. It reduces your OCR spend and cuts manual work (follow-up checks or custom entries).
Download Integrated Attachments
Below the document, any attachments integrated in the XML part of the e-invoice are listed and can be downloaded for review.
All information, including a video, can be found here
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Data Is Read Automatically
With e-invoices, you save time and money. That’s because e-invoices include clear, structured data. This allows MOCO to fill in forms automatically. It reduces your OCR spend and cuts manual work (follow-up checks or custom entries).
Download Integrated Attachments
Below the document, any attachments integrated in the XML part of the e-invoice are listed and can be downloaded for review.
All information, including a video, can be found here
(English image not yet available)
