Record Expenditures
Workflow | Capture | Multiple Items | Fixed Costs | e-invoicesWorkflow
In MOCO’s central digital invoice inbox, all your business purchases and receipts are collected in one place.
The recorded purchases are reviewed and processed. Completed purchases are moved to the archive and then exported for accounting. You can also plan your purchases.
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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 the Email-to-Inbox address, or you can store 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.
➜ Store the inbox address with services: If you can set the billing address yourself for subscription services (such as MOCO), enter the inbox address provided by MOCO.
➜ Optional: 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 choosing 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.
➜ Store the inbox address with services: If you can set the billing address yourself for subscription services (such as MOCO), enter the inbox address provided by MOCO.
➜ Optional: 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 choosing 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. Find it in the top right via the upload icon
Tip: Digital and paper invoice documents 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 them to email invoice PDFs to your accounts payable inbox. As invoices can usually be paid more quickly this way, it benefits suppliers too.
Tip: Digital and paper invoice documents 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 them to email invoice PDFs to your accounts payable inbox. As invoices can usually be paid more quickly this way, it benefits suppliers too.
Capture Individually (Manual)
Individual 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 forward by email 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 forward by email 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 send it to MOCO by email
Efficient office scanner
If you have accumulated several or multi-page paper invoices, use an efficient scanner (e.g. high-performance desktop document 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 send it to MOCO by email
Efficient office scanner
If you have accumulated several or multi-page paper invoices, use an efficient scanner (e.g. high-performance desktop document 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 about 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-invoice requirement that applies in Germany from 1 January 2025. You capture e-invoices in the same way as PDF invoices: by email or upload.
All information about formats and benefits
All information about 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 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 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 to 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 to 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 to categories
More about categories
More about budgets and how they compare to 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 > Purchases > Fixed Costs
In addition to the receipts you record under "Purchases", you can record your fixed costs here.
Fixed costs include, for example, expenses such as rent, wages, and bank charges – in other words, any expenses for which there is no supplier invoice and which are posted differently in your accounts. This does not include regular bills such as mobile phone subscription invoices – these are recorded as supplier invoices.
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(English image not yet available) Included in Reports
- In the Company Report and Financial Report
- In the Purchases Report, fixed costs are included under "Payments"
Record Standalone Payments
If you are looking for an option to record individual standalone payments: under "Purchases" > "Payments", you can add a "Payment Without Receipt" in the top right.
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-invoices will become mandatory for B2B businesses. Germany is planning a phased rollout. From 1 January 2025, you 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 means MOCO can automatically fill in forms. It protects your OCR budget and reduces manual work (checks or custom entries).
Download Embedded Attachments
Below the document, any embedded attachments in the XML part of the e-invoice are listed and can be downloaded for review.
All information, including a video, is available here
(English image not yet available)
Data Is Read Automatically
With e-invoices, you save time and money. That’s because e-invoices include clear, structured data. This means MOCO can automatically fill in forms. It protects your OCR budget and reduces manual work (checks or custom entries).
Download Embedded Attachments
Below the document, any embedded attachments in the XML part of the e-invoice are listed and can be downloaded for review.
All information, including a video, is available here
(English image not yet available)
