Review & Complete
Incoming Invoice | Assign Project | Invoice Approval | Payments | LabelsIncoming Invoice
Expenditures > Incoming
The digital incoming invoice collects all expenditure receipts. The workflow dictates that all items in the inbox are completed and then moved to the archive. The accounting export is independent of this.
The Inbox Zero Principle
The "Inbox" is your to-do list that needs to be completed. The goal is to bring the inbox to zero. Incoming invoices arrive as drafts (grey) and are reviewed by you to be created as an expenditure.
Complete and Move to Archive
At the time of invoice entry, information such as "Can the invoice be assigned to a project?" is often missing, or the receipt is insufficient. Once all necessary points for the respective expenditure are checked off, it is moved to the archive.
Points to Check Depending on the Expenditure
✅ Receipt recorded?
✅ Supplier recorded? (not necessary for small invoices like taxi rides, restaurants, groceries, etc.)
✅ Approval granted? (Approval process optional)
✅ Approval granted? (Approval process optional)
✅ Payment recorded? (only then is the gross amount considered in the cash flow)
✅ Assigned to a project or planned expenditure? (Assignment)
✅ Budget chosen? (Budgets or cost centres)
✅ Category assigned? (Categories/Expense accounts)
✅ Budget chosen? (Budgets or cost centres)
✅ Category assigned? (Categories/Expense accounts)
Smart Filters Assist in Completion
MOCO uses Smart Filters (1) to indicate something unfinished. The relevant expenditures can be accessed with a click.
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(English image not yet available)Standard Filters & Labels
- The standard filter (2) is also accessible via keyboard shortcut "F". With keyboard shortcut "Q", you can filter the list for all expenditures where you are assigned as the responsible person.
- Customizable Labels (3)
Drafts & Personal Expenses
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Automatically recorded receipts wait in the inbox as drafts for review
With a click on the Smart Filter "Drafts" (1), you can filter for all expenditures that have arrived but have not yet been recorded. With activated AI text recognition (OCR), the drafts are already read with the amount. By reviewing the data, you create the expenditure. Use "Save + Next" to process all drafts directly.
If you have enabled personal expense recording for your employees, the submitted personal expense reports also wait here for approval. With approval, the company expenditure is created.
- With a click, you can filter using the Smart Filter "Personal Expenses" (1).
- After approval, you can reimburse the amount to the employee via the transfer order
Assign Project
Assign Expenditure to a Project
Recorded expenditures/incoming invoices can be assigned to a project via the list by clicking the link icon (see illustration). This is for further billing (receipt can be selected as an attachment) and/or cost tracking. The expenditure is linked and traceable within the project.
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Using the Smart Filter "Unassigned", you can quickly view all expenditures that have not yet been assigned. If you want to exclude certain items from assignment directly, mark them and choose the mass action "No Assignment" at the bottom.
(English image not yet available)Using the Smart Filter "Unassigned", you can quickly view all expenditures that have not yet been assigned. If you want to exclude certain items from assignment directly, mark them and choose the mass action "No Assignment" at the bottom.
Assign to an Existing Additional Service
When assigning the expenditure, select the project and additional service (e.g., already taken from the proposal). The costs of the additional service are updated, and the receipt is recorded. The already set (sales) price remains unchanged!
- For the additional service to be offered, the expenditure assignment must be active.
- Select "Assign & Complete" if no further expenditure items are to be assigned. This will deactivate the expenditure assignment.
Set Default
Whether the expenditure assignment for newly created additional services is active or inactive can be predefined under Settings > Projects.
Example of a Flat Rate for Incidental Costs:
An additional service with a flat rate is already created in the project (prior adoption from the proposal is possible). All associated costs from personal expenses and incoming invoices are now assigned. The costs accumulate, and the receipts are collected. In the end, this item can be included in the invoice as planned – but it doesn't have to be.
Planned Expenditure
If you use expenditure planning, you can directly plan the project expenditure for your company through the additional service (forecast) and control the assignment of the incoming invoice. Learn more about planned expenditures
Whether the expenditure assignment for newly created additional services is active or inactive can be predefined under Settings > Projects.
Example of a Flat Rate for Incidental Costs:
An additional service with a flat rate is already created in the project (prior adoption from the proposal is possible). All associated costs from personal expenses and incoming invoices are now assigned. The costs accumulate, and the receipts are collected. In the end, this item can be included in the invoice as planned – but it doesn't have to be.
Planned Expenditure
If you use expenditure planning, you can directly plan the project expenditure for your company through the additional service (forecast) and control the assignment of the incoming invoice. Learn more about planned expenditures
Create a New Additional Service
With the assignment, you can also automatically create the additional service in the project. In this step, you can choose whether the project management should be notified.
By creating an additional service, you directly book a new service onto the project. The expenditure is traceably linked. Through the linkage, the costs (purchase cost) and the receipt are recorded, as well as the price (sales price to the client). This can be adjusted later in the project. If a general markup is preferred directly upon assignment, it can be defined in the settings.
By creating an additional service, you directly book a new service onto the project. The expenditure is traceably linked. Through the linkage, the costs (purchase cost) and the receipt are recorded, as well as the price (sales price to the client). This can be adjusted later in the project. If a general markup is preferred directly upon assignment, it can be defined in the settings.
Assign an Expenditure to Multiple Projects
For an expenditure, multiple positions can be recorded and thus assigned to different projects.
Assign Multiple Expenditures to an Additional Service
Multiple expenditures can be assigned to an already created additional service (e.g., position flat rate for incidental costs).
Undo Assignment
a) On the expenditure via the unlink icon
b) In the project, select "Remove Expenditure" (dropdown in the list of additional services - or unlink icon in the detail view). This only dissolves the assignment. Alternatively, completely delete the additional service in the project.
The expenditure item can then be reassigned.
Tip for less clicking: Click on the project name with the cmd or apple key held down on the expenditure. This opens the project in a new tab. Make adjustments, close the tab. Back at the expenditure, briefly reload the page.
b) In the project, select "Remove Expenditure" (dropdown in the list of additional services - or unlink icon in the detail view). This only dissolves the assignment. Alternatively, completely delete the additional service in the project.
The expenditure item can then be reassigned.
Tip for less clicking: Click on the project name with the cmd or apple key held down on the expenditure. This opens the project in a new tab. Make adjustments, close the tab. Back at the expenditure, briefly reload the page.
No Assignment
If certain expenditures are not to be assigned, they can be set to "No Assignment". They will also be removed from the Smart Filter "Unassigned", which indicates expenditures that have not yet been assigned.
Invoice Approval
Requesting an invoice approval is optional. Here's how the approval workflow operates:
Request Approval
Set Automation from Minimum Amount
In the settings, you can define from which amount a specific person should automatically approve the expenditure.
Request Approval Individually
You can initiate the invoice approval either on the invoice's detail page (1a) or from the list via the dropdown (1b).
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In the settings, you can define from which amount a specific person should automatically approve the expenditure.
Request Approval Individually
You can initiate the invoice approval either on the invoice's detail page (1a) or from the list via the dropdown (1b).
(English image not yet available)→ All individuals with full or restricted access to expenditures can be addressed.
→ The expenditure will be marked in orange in the list.
→ You can specifically filter for pending approvals using the new Smart Filter (3a).
→ With a comment (2), you can specify what the approval is about: e.g., checking the invoice or project assignment for further billing/cost tracking.
→ With a comment (2), you can specify what the approval is about: e.g., checking the invoice or project assignment for further billing/cost tracking.
The Addressed Person is Informed
The addressed person is notified of the newly requested approval in various ways:
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→ They receive a message with the comment (notification options adjustable in the profile). It links to the expenditure (3b).
→ The number of pending approvals is also highlighted to a person via the "blue pill" (3c).
→ The Smart Filter can also be used to filter for requested approvals (3a). Using the keyboard shortcut Q reduces it to one's own.
(English image not yet available)→ They receive a message with the comment (notification options adjustable in the profile). It links to the expenditure (3b).
→ The number of pending approvals is also highlighted to a person via the "blue pill" (3c).
→ The Smart Filter can also be used to filter for requested approvals (3a). Using the keyboard shortcut Q reduces it to one's own.
Approve or Reject
The addressed person reviews the invoice and can select "Approve" at the top of this detail view (4).
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→ Only the addressed person can do this. The approval becomes active immediately and usually requires no further comments. If needed, a comment can be left below the invoice or another person can be notified.
→ The expenditure is marked with a green circle in the list (5).
→ The initiator is notified of the approval.
Reject Approval / Wrong Contact Person / Delete Approval Request
→ The addressed person can choose "Reject" (4) and provide a reason/comment. The initiator is notified accordingly and can request a new approval from another person.
→ If the addressed person wants to indicate they are the wrong contact, they can do so below via a notification.
→ A requested approval can be deleted at any time by a person with full access to "Expenditures".
The steps are documented in the history below the invoice by MOCO.
(English image not yet available)→ Only the addressed person can do this. The approval becomes active immediately and usually requires no further comments. If needed, a comment can be left below the invoice or another person can be notified.
→ The expenditure is marked with a green circle in the list (5).
→ The initiator is notified of the approval.
Reject Approval / Wrong Contact Person / Delete Approval Request
→ The addressed person can choose "Reject" (4) and provide a reason/comment. The initiator is notified accordingly and can request a new approval from another person.
→ If the addressed person wants to indicate they are the wrong contact, they can do so below via a notification.
→ A requested approval can be deleted at any time by a person with full access to "Expenditures".
The steps are documented in the history below the invoice by MOCO.
Other Options
→ Assign Responsible Person
In the expenditure form, another responsible person can be selected. The person is notified (if set in the profile) and/or can filter for invoices to be approved using the Smart Filter (see 1st image 3a).
→ Use Labels
With labels, certain invoices can be quickly and specifically marked. Name the labels clearly to indicate what needs to be done – "Receipt missing", "Assign project", "Invoice incorrect", etc. You can filter by labels via the side navigation.
→ Notify Another Person
With the notification function @name, you can inform/communicate about an expenditure.
In the expenditure form, another responsible person can be selected. The person is notified (if set in the profile) and/or can filter for invoices to be approved using the Smart Filter (see 1st image 3a).
→ Use Labels
With labels, certain invoices can be quickly and specifically marked. Name the labels clearly to indicate what needs to be done – "Receipt missing", "Assign project", "Invoice incorrect", etc. You can filter by labels via the side navigation.
→ Notify Another Person
With the notification function @name, you can inform/communicate about an expenditure.
Payments
Your purchase inbox gathers incoming invoices and personal expenses. Here, we present the payment options for various methods such as bank transfer, credit card payment, PayPal, and direct debit.
Display & Payment Methods
Open – Payment Date Missing – Paid
Open = Display Payment Deadline
A purchase is displayed as open if it involves a personal expenses billing or if bank transfer is chosen as the payment method.
Payment Date Missing = Light Green Dot
The light green dot in the list indicates that the actual payment date (debit date from the business account) is still missing. Only with amount and payment date will these purchases appear in the cash flow analysis. This concerns the payment methods credit card, direct debit (including EC), PayPal, and cash.
Paid = Green Dot with Checkmark
The purchase is fully paid or the payment has been recorded.
A purchase is displayed as open if it involves a personal expenses billing or if bank transfer is chosen as the payment method.
Payment Date Missing = Light Green Dot
The light green dot in the list indicates that the actual payment date (debit date from the business account) is still missing. Only with amount and payment date will these purchases appear in the cash flow analysis. This concerns the payment methods credit card, direct debit (including EC), PayPal, and cash.
Paid = Green Dot with Checkmark
The purchase is fully paid or the payment has been recorded.
Bank Transfer
Personal Expenses and Incoming Invoices to be Transferred
To settle invoices and reimburse personal expenses, you use the transfer order, let purchases be automatically reconciled, or record the payment manually. The Smart Filter "Transfer" directly filters for items to be transferred. Through the filter ("F" or click on the filter icon), additional filter options are available to you.
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(English image not yet available)Create Transfer Order
With MOCO, you can create SEPA transfer orders and have them executed in online banking.
- The payment is scheduled in online banking for one day (or the working day) before the payment deadline.
- The payment arrives on time at the supplier.
- Batch payments instead of individual payments selectable.
- MOCO also automatically sets the purchase to Paid in MOCO (= records the payment on the due date). If you use automatic payment reconciliation via bank connection, the payment is confirmed. These actions are recorded in the purchase history through a comment and remain traceable for you.
To be Done in Advance
Enter the business account details in the settings under "Account" > "Currency & Account", for all suppliers the IBAN, and if personal expenses are to be reimbursed, also for your staff the IBAN.
Note that since October 2025, a new obligation for recipient verification applies to SEPA transfers in the EU. Besides the IBAN, the bank also checks the recipient's name or account holder. If these do not match exactly (e.g., missing legal form, incorrect institution specification), payment delays may occur. Therefore, you will find the field "Account Holder" in the supplier form. Fill in the field if the account holder differs from the given company name.
Create Transfer Order
1. Use the smart filter (1) to filter for all expenses to be settled by transfer. Personal expenses are also considered.
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2. Select the multiple action "Transfer Order" (2) or choose "Transfer Order" for a single expense from the dropdown on the right.
Enter the business account details in the settings under "Account" > "Currency & Account", for all suppliers the IBAN, and if personal expenses are to be reimbursed, also for your staff the IBAN.
Note that since October 2025, a new obligation for recipient verification applies to SEPA transfers in the EU. Besides the IBAN, the bank also checks the recipient's name or account holder. If these do not match exactly (e.g., missing legal form, incorrect institution specification), payment delays may occur. Therefore, you will find the field "Account Holder" in the supplier form. Fill in the field if the account holder differs from the given company name.
Create Transfer Order
1. Use the smart filter (1) to filter for all expenses to be settled by transfer. Personal expenses are also considered.
(English image not yet available)2. Select the multiple action "Transfer Order" (2) or choose "Transfer Order" for a single expense from the dropdown on the right.
3. MOCO checks if all details for a successful transfer are available.
4. After supplementing any missing details (linked purchase opens in a new browser tab), refresh the view.
5. After confirming with "OK", a transfer order (XML file) is created for all selected expenses.
6. Then upload the XML file in online banking.
Retrieve Transfer Orders Afterwards
All created transfer orders can be traced with the relevant invoices under "Payments": List of all created transfer orders, included invoices (list & Excel export), XML for re-download.
4. After supplementing any missing details (linked purchase opens in a new browser tab), refresh the view.
5. After confirming with "OK", a transfer order (XML file) is created for all selected expenses.
6. Then upload the XML file in online banking.
Retrieve Transfer Orders Afterwards
All created transfer orders can be traced with the relevant invoices under "Payments": List of all created transfer orders, included invoices (list & Excel export), XML for re-download.
Payment Reconciliation
a) via Direct Bank Connection
You can also have your payment outflows reconciled directly via the bank connection. Multiple banks (and one or more accounts) can be connected. Payments for expenses are then automatically recorded (and the purchase is set to paid).
- Connect Bank: In the settings, connect your bank(s) and select the accounts.
- Automatic Payment Reconciliation Four Times Daily: After activation, MOCO regularly checks via finAPI if there are payments for created expenses. The prerequisite for recognition is the matching amount and a clear assignment via reference, invoice number, or IBAN.
Currently, only open expenses are reconciled or assignable payments recorded in MOCO. This development step ensures that unwanted salary payments or other sensitive expense items do not appear with full access under "Payments". Ultimately, the development goal is to have all payment outflows recorded to address missing receipts. - Entry & Archive + Not Older Than 3 Months: MOCO recognizes new payment outflows from activation. During each reconciliation, all expenses (in entry & archive) without payments are checked. Only when expenses or payments are older than 3 months are they no longer considered.
- Confirmation of Recorded Transfer Orders: Payments already recorded by a transfer order in MOCO are confirmed with the payment reconciliation. MOCO records a corresponding comment on the purchase.
b) via Camt File
Under "Payments" at the top right, the Camt file (camt.053 and camt.054 file) from the bank can be uploaded for automatic payment reconciliation. Payments for expenses are then automatically recorded (and the purchase is set to paid).
- Criteria for Assignment: For identification, the invoice number and reference are crucial.
- Divergent Amount
During payment reconciliation via Camt, MOCO actively points out if the gross invoice amount and payment amount differ too much in a match. Assuming that a lower amount is a partial payment, MOCO suggests "Partially Paid" as the status in the modal during reconciliation. As a user, this can be confirmed or removed.
Record Payment Manually
Payments can also be recorded manually. To do this, click on the status icon under "Expenses" or in "Supplier" (1) or directly record the payment via the button at the top right of the purchase (2).
Show All Expenses for Which No Payment Has Been Recorded
Under "Payments" via the "+" all open receipts for payment recording are offered to you, and you can directly search for an invoice. (3)
(English image not yet available)Partial Payment
If a partial payment is recorded, MOCO automatically suggests the status "Partially Paid". All partially paid expenses can be accessed with a click via the Smart Filter "Partially Paid".
Record Batch Payment
See further below "Set All or Multiple Invoices to Paid"
Record Payments with One Click
See further below "Set All or Multiple Invoices to Paid"
(English image not yet available)Credit Card
Credit Card Integration
Comprehensive integration offering a sync of credit card payments and receipts!
Synchronize credit card payments including receipts with MOCO
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Synchronize credit card payments including receipts with MOCO
(English image not yet available)Manually Reconcile Credit Card Statement
The credit card provider debits the total from the business account monthly. This is the effective payment date for your cash flow.
1. Switch to the "Payments" section (see image above – 3)
2. Select payment method "Credit Card" and the month concerning the account debit.
3. Now individually record the payments at the top right via the "+" (choose the debit date of the credit card statement from the business account as the date) and tick on the CC receipt.
4. In the end, the sum in the filtered view should exactly match that of the credit card statement.
4. In the end, the sum in the filtered view should exactly match that of the credit card statement.
Additional Options
Set All or Multiple Invoices to "Paid"
This option is helpful if, for example, you manage all payments in DATEV and want to quickly set the invoices to paid collectively: Select all or specific expenses and choose the action "Record Payment" at the bottom left.
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(English image not yet available)Record Other Payments
In principle, a pure payment without a receipt can also be recorded under "Payments". This then affects the total of payment outflows or the cash flow report.
A purchase can be assigned to payments without a receipt afterwards (dropdown on the right "Assign")
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A purchase can be assigned to payments without a receipt afterwards (dropdown on the right "Assign")
(English image not yet available)Labels
As is well-known from other areas, you can create labels for incoming invoices to categorise them individually or mark them temporarily.
To manage or assign labels, click on the small grey bar in the row.
Multiple incoming invoices can be marked at once by selecting them (see image).
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To manage or assign labels, click on the small grey bar in the row.
Multiple incoming invoices can be marked at once by selecting them (see image).
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