Create an Invoice
Currently Billable | In The Project & Client | Invoice Details | Items | Copy, Assign | Discount, Surcharge, Cash Discount | Receipts, Timesheet, Attachments | Invoice FormatsCurrently Billable
“Currently Billable” = green amounts
- Recorded billable hours (time & materials projects)
- Planned invoices via billing schedules (fixed-price projects)
- Billable additional services
Viewing and billing via the project list
Under “Client Projects”, MOCO shows billable amounts in green: the total amount (1), per client & per project (3). Use the “Billable” smart filter (2) to filter specifically for billable projects only.
Create an invoice directly from the project list
A click on the total (3) in the row takes you straight to the billing option in the project or client (consolidated invoice).
Tip: Hold down the Command key to open the billing page in a new tab. After creating the invoice and closing the new tab, you’ll be right back on the filtered list.
Tip: Hold down the Command key to open the billing page in a new tab. After creating the invoice and closing the new tab, you’ll be right back on the filtered list.
Viewing, breakdown, and billing under “Billing”
Under “Billing” > “Billable” (1), MOCO shows you only projects with billable items. You can also filter these by period (2) and bill them selectively. Either individually or in bulk (3 select -> 4 create invoices).
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(English image not yet available)Use the “Q” keyboard shortcut to filter for your projects only.
In The Project & Client
Instead of going via the lists (see above), you can also create the invoice directly in the project or client under "Billing" (1).
Tip: The quickest way to get to a project or client is via the global search (magnifying glass at the top right or "/" on your keyboard).
Flexible Billing Options
Using the options "Quote", "Billable Items" and "Neutral" (see image), you can set up the following billing types, for example:
- Time and materials
- From a quote
- Free invoice (can also be a copy of a template or an existing invoice)
- Combinations (e.g. bill a quote and add billable items)
- Deposit invoice, interim invoice, final invoice
- Client invoices (without a project)
- Consolidated client invoice (across multiple projects)
- Automatic invoices (bulk creation)
Important: An invoice that has been created cannot be moved to another client. However, you can create it as a copy for another client.
Time and Materials Billing
Adds up all recorded billable hours and additional services. After clicking "Show Items" (2), you can review the items and create an invoice from them. You can also use the free-text search to filter by topics/tasks.
Using the "Show Items" button, items can also be marked as "already billed" (in case the hours were covered differently or billed elsewhere).
Fixed Price / Flat Fee Billing
Shows due items from the billing schedule in green (3). These items are then offered under "Billable Items" (4), together with additional services, for invoice creation.
You can also simply tick off the item in the billing schedule once it has been billed.
(English image not yet available)Im Beispiel wurde bereits über den Abrechnungsplan die Abschlagsrechnung erstellt – am Ende soll dann über die linke Box das Angebot abgerechnet und die Abschlagsrechnung abgezogen werden. MOCO macht den Abzug automatisch. Danach noch die Schlussrechnung im Abrechnungsplan abhaken.
Across Projects
There are also corresponding billing options for the client under "Billing".
Invoices at client level
Invoice Details
Billing Info (1)
If there are important client- or project-specific points to consider when creating an invoice, you can store them in the Billing Info (saved under “Billing” in the client or project). They will then accompany you throughout the entire invoice creation process.
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Invoice Recipient (2)
MOCO automatically fills the recipient field with the client address on file and also uses the stored email address for sending. By storing an individual invoice address/email in the project (Billing > Billing Info) or selecting a contact person at the top right (personalised salutation), you can override the client default.
For checking, the email recipient is shown above the document after saving. Any defined CC email addresses are also shown.
If there are important client- or project-specific points to consider when creating an invoice, you can store them in the Billing Info (saved under “Billing” in the client or project). They will then accompany you throughout the entire invoice creation process.
(English image not yet available)Invoice Recipient (2)
MOCO automatically fills the recipient field with the client address on file and also uses the stored email address for sending. By storing an individual invoice address/email in the project (Billing > Billing Info) or selecting a contact person at the top right (personalised salutation), you can override the client default.
For checking, the email recipient is shown above the document after saving. Any defined CC email addresses are also shown.
Invoice Info / Info Block (3)
Essential invoice details such as number, date, due date, VAT ID, and period are set automatically by MOCO, or can be adjusted at the top right of the invoice. The display can be defined in the settings. Using Custom Fields (at client or project level, or directly on the invoice), you can add your own details when needed, such as an order number, either automatically or manually.
Useful information about invoice numbers
Essential invoice details such as number, date, due date, VAT ID, and period are set automatically by MOCO, or can be adjusted at the top right of the invoice. The display can be defined in the settings. Using Custom Fields (at client or project level, or directly on the invoice), you can add your own details when needed, such as an order number, either automatically or manually.
Useful information about invoice numbers
Title (4)
It’s worth choosing a clear, descriptive title, as it will later be used in the receivables list and the file name. Option for interim invoice (= deposit invoice) and final invoice
It’s worth choosing a clear, descriptive title, as it will later be used in the receivables list and the file name. Option for interim invoice (= deposit invoice) and final invoice
Introduction (5)
You usually don’t need an introductory text on an invoice – you can leave it blank. If required, you can predefine a standard text with variables (e.g. for a personalised salutation, period). You can insert a page break using three dashes (---).
You usually don’t need an introductory text on an invoice – you can leave it blank. If required, you can predefine a standard text with variables (e.g. for a personalised salutation, period). You can insert a page break using three dashes (---).
After the Line Items
Note for Tax Exemption
You can store a note for tax exemption (small business, reverse charge, abroad) directly on the relevant tax rate (Settings > Accounting > Tax Rates). It will then be shown automatically.
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(English image not yet available)Cash Discount
If it hasn’t already been predefined globally or for the client, you can still adjust it on the invoice below the total (6). More information
Closing Text with Payment Instructions and Your Tax Number
The closing text usually consists of payment instructions and a final sign-off. If your bank details and tax number are not already included on your letterhead, add them to the standard text for the payment instructions.
The standard closing text can be predefined in the settings, and various details can be automated using variables. It can also be overridden per client.
The standard closing text can be predefined in the settings, and various details can be automated using variables. It can also be overridden per client.
Save Draft
You can also create an invoice draft (8) first. In that case, no invoice number is assigned yet.
PDF, Print, Email Sending, Export
After saving, the document is shown with the stored standard letterhead and can be downloaded as a PDF, printed, or sent individually or in bulk.
More about sending and printing
Exports
More about sending and printing
Exports
- Documents: In addition to downloading individual invoices, invoice documents can also be downloaded in bulk.
- Excel for filing and custom analysis
- Accounting export for keeping your accounting in sync and for easier pre-account assignment in MOCO
With the accounting export
BCC
In the email settings, invoices can also be automatically sent to a general BCC address – or
BCC
In the email settings, invoices can also be automatically sent to a general BCC address – or
Items
The items are fundamentally structured in a modular table format.
Table Header
The table header is collapsible (Settings > Layout).
Hide Detail Columns?
Detail columns (= information on quantity, unit, unit price when using detailed items) are displayed by default. They can be hidden by default in the layout settings and can still be decided for each individual Invoice (see illustration).
Automatic Item Numbering
You can choose automatic item numbering in the settings.
.png "Hohe Flexibilität bei der Rechnungserstellung")
(English image not yet available)Select Items
When Billing recorded efforts, the items are automatically created. You can also individually add more items (green button (1) or dropdown on the right). The items can be moved via drag and drop (2) (drag with the mouse button held down).
Billable Items from Projects
Through "Billable Items," you can subsequently add individual billable items from the project to the Invoice. Normally, you create the Invoice directly from the project or Client and do not use an empty Invoice.
Insert Predefined Items
You can add predefined standard services or assembled items from the catalogue via "Service Catalogue".
"Empty" items can also be inserted
Billable Items from Projects
Through "Billable Items," you can subsequently add individual billable items from the project to the Invoice. Normally, you create the Invoice directly from the project or Client and do not use an empty Invoice.
Insert Predefined Items
You can add predefined standard services or assembled items from the catalogue via "Service Catalogue".
"Empty" items can also be inserted
- Detailed Item: Item with automatic calculation and optional display
- Flat Rate Item
- Item Group: combines multiple items
- Subtotal: sums up total or up to the last heading
- Heading
- Description
- Separator Line
- Page Break
Individual Discounts, Total Discount, Surcharge
Individual discounts, surcharges (example: incidental cost surcharge, see illustration) are possible.
Learn more
Learn more
Detailed & Flat Rate Item
Distinction Between Service & Additional Service
Detailed and flat rate items are marked by the type "Service" (= usually in-house services – grey label) and "Additional Service" (usually external services – dark green label). This type distinction runs from the Quote through the project to the Invoice, and the totals can be evaluated via the Invoice export. The service type can be changed by clicking on the label. Service types "Without Category" stand out due to reduced colours.
Service Categories
If needed, you can define categories across the board and map income by categories, cost centres, and revenue accounts. The categories expand the selection under the label to the defined categories!
Activate Categories
Detailed and flat rate items are marked by the type "Service" (= usually in-house services – grey label) and "Additional Service" (usually external services – dark green label). This type distinction runs from the Quote through the project to the Invoice, and the totals can be evaluated via the Invoice export. The service type can be changed by clicking on the label. Service types "Without Category" stand out due to reduced colours.
Service Categories
If needed, you can define categories across the board and map income by categories, cost centres, and revenue accounts. The categories expand the selection under the label to the defined categories!
Activate Categories
Copy, Assign
Copy Across Projects and Clients (e.g. for Templates)
If you want to use an existing invoice as a template, go to the target project under "Billing" > "Neutral" > "Copy Invoice" (1). At this step, you can search for an existing invoice or invoice draft and copy it into the project. You can do the same at client level under "Billing".
For templates, invoices can also be saved as a catalogue item
For templates, invoices can also be saved as a catalogue item
(English image not yet available)Copy Within a Project/Client
On the invoice itself, select "Copy" (via the dropdown in the invoice list or the action icon at the top right in the invoice detail view).
Assign an Invoice to Another Project
Invoices that were not created directly from expenses can be moved within a client. To do this, in the invoice view select the relevant action at the top right (2).
Discount, Surcharge, Cash Discount
Discount or surcharge on the total amount
You can add a percentage discount or surcharge to the entire quote or invoice via the small blue link at the end of the line items.
If needed, you can override the labels in Settings under "Layout". If you usually apply a flat-rate overhead charge, you can store that term there and save the percentage on the client.
Flat-rate deduction
For a custom deduction, use a flat-rate line item and enter the amount as a negative value.
Custom discount or surcharge
If you use "%" as the unit for a detailed line item, percentage amounts can be calculated and then deducted or added:
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Cash discount on invoices
You can set a cash discount as a default for the whole account, or set a different one for a client. You can also add a cash discount option only when creating the invoice (small blue link under the totals area: "Add cash discount?"). MOCO automatically adds a corresponding sentence at the start of the footer text and, when you record a payment, shows the date and reduced amount.
You can add a percentage discount or surcharge to the entire quote or invoice via the small blue link at the end of the line items.
If needed, you can override the labels in Settings under "Layout". If you usually apply a flat-rate overhead charge, you can store that term there and save the percentage on the client.
Flat-rate deduction
For a custom deduction, use a flat-rate line item and enter the amount as a negative value.
Custom discount or surcharge
If you use "%" as the unit for a detailed line item, percentage amounts can be calculated and then deducted or added:
(English image not yet available)Cash discount on invoices
You can set a cash discount as a default for the whole account, or set a different one for a client. You can also add a cash discount option only when creating the invoice (small blue link under the totals area: "Add cash discount?"). MOCO automatically adds a corresponding sentence at the start of the footer text and, when you record a payment, shows the date and reduced amount.
Receipts, Timesheet, Attachments
Receipts
If you want PDF receipts from billed additional services (third-party costs, allocated personal expenses) to be included with the invoice, select them in the invoice edit mode below the closing text (1)
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(English image not yet available)Timesheet
If you bill hours, MOCO automatically creates a timesheet, which you can download separately or send integrated with the invoice. Here too, you’ll find the checkbox directly when creating the invoice (see 1). The option is selected by default if this was already defined for the client or in the project’s Billing information before the invoice was created.
Custom Attachments
To do this, upload the PDF below the saved invoice.
The additional pages are integrated directly into the invoice. For the PDF/Print to PDF invoice format and for e-invoices, they are added to the invoice data. All selected attachments are also listed below the invoice view and can be opened with a click.
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The additional pages are integrated directly into the invoice. For the PDF/Print to PDF invoice format and for e-invoices, they are added to the invoice data. All selected attachments are also listed below the invoice view and can be opened with a click.
(English image not yet available)Invoice Formats
Paper
On the invoice, select the “Print View” button. This lets you print the invoice either directly with your uploaded letterhead background or on pre-printed letterhead (select “white”).
The PDF is generated automatically (in PDF/A-3 format) and shows the invoice you created with your letterhead/CI. You can send the PDF invoice directly from MOCO by email.
e-invoice (Germany)
XRechnung (B2B & Public Authorities)
With the selected format, the invoice is created as an XML file – a machine-readable data format without layout or PDF. So you can still easily review the content, MOCO visualises the invoice data for you.
Sending works as usual by email directly from MOCO – only the XML file is sent, as only the structured data is relevant. On the recipient’s side, the XRechnung is imported into an accounting tool and displayed there accordingly.
Free visualisation tool for e-invoices
Free visualisation tool for e-invoices
ZUGFeRD
With the selected format, the invoice is created as a PDF with embedded, machine-readable data. With this hybrid format, it’s important that the sender details permanently shown on your letterhead match the details in your e-invoice settings. If in doubt, the data is what counts. Sending works as usual by email directly from MOCO.
Important Information
Activation
You only need to activate e-invoices once in Settings, and then select them for the client.
Introduce it step by step
Due to the upcoming B2B e-invoice requirement, this option is currently only available for accounts/companies in Germany. Aside from the long-mandatory XRechnung for public authorities, we recommend introducing the e-invoice format step by step: set the invoice format for individual clients who are already requesting it. From January 2028, it is expected to become mandatory to create all B2B invoices within Germany in an e-invoice format.
You only need to activate e-invoices once in Settings, and then select them for the client.
Introduce it step by step
Due to the upcoming B2B e-invoice requirement, this option is currently only available for accounts/companies in Germany. Aside from the long-mandatory XRechnung for public authorities, we recommend introducing the e-invoice format step by step: set the invoice format for individual clients who are already requesting it. From January 2028, it is expected to become mandatory to create all B2B invoices within Germany in an e-invoice format.
How to quickly tell whether an invoice is an e-invoice
The button on the invoice details page shows whether the invoice is an e-invoice in XRechnung or ZUGFeRD format:
(English image not yet available)Checklist
- Order number: Enable the standard field BT-13
- Custom fields: Any additional, individual invoice details are included via the Notes data field.
- Attachments: These are integrated in the XML (structured data). In the PDF, an automatic note highlights the number of attachments. Optionally, you can define in Settings that attachments are included in both the XML and the PDF part of the ZUGFeRD invoice.
- Important for ZUGFeRD format: details on the letterhead must match. More information
- Payment method: For e-invoices, you choose whether the payment method should be “Neutral” or “Bank transfer”. Bank transfer includes the bank details and assumes a transfer is required. “Neutral” can be anything else – for example, it may mean payment is collected by direct debit or settled in another way. The payment method can also be defined in the closing text, which is included for information.
