Management
Draft | Approval Workflow | Managing Outstanding Invoices | Email Dispatch, Printing | Paid & Ignored | Bank Reconciliation | Tagging & CategorisingDraft
If you select "Save Draft" on the Invoice instead of "Create", you can prepare Invoices without an Invoice number being assigned yet.
Easy to delete & the primary action with restricted Billing permissions
- As a draft, the Invoice does not yet have an Invoice number and can be deleted at any time without any issues. More on deleting Invoices
- If a user has restricted Billing permissions, the primary action when saving the Invoice is the "Draft" button.
Part of the revenue forecast
Draft Invoices count as planned income in the financial reports
(English image not yet available)Drafts are listed in the Smart Filter "Drafts" (2). If you also want to filter by drafts, activate the relevant status icon in the filter (3).
Bulk Creation: Drafts
Invoices can be created as drafts using the bulk action.
Convert Drafts into Invoices
Then go to "Billing" > "Drafts" to review them, and use the bulk action (under "Drafts") to create the Invoices with one click. Alternatively, you can create the Invoice individually by changing its status (Invoice page, top left: 4)
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(English image not yet available)Approval Workflow
Request Approval When You Need It
For an Invoice with the status “Draft” or “Created”, you can request approval via the “Approval” button (1).
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The person you address will be notified via the Messages inbox and, depending on your Notification Settings, also by email. The message links directly to the Invoice.
(English image not yet available)The person you address will be notified via the Messages inbox and, depending on your Notification Settings, also by email. The message links directly to the Invoice.
Automatic Approval Request
In Settings under “Billing” > “General”, you can set up or adjust an automation so that, from a minimum amount you define, an approval request is created automatically.
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(English image not yet available) Approval Pending
Pending approvals are highlighted in orange in the list. The Smart Filter “Approval Pending” (see 2 above) helps you open all requested approvals. To filter specifically for your own approval requests, you can use the keyboard shortcut “Q” (see 3 above).
Email sending remains disabled until the Invoice is approved.
Email sending remains disabled until the Invoice is approved.
Approve or Reject
In the Invoice detail view, the Invoice can be approved or rejected with a single click (as with Purchases).
If approved, the person who requested approval receives a notification, and the Invoice is marked in green.
If rejected, the requester is also notified, the Invoice is marked in red, and email sending remains disabled. Use the Smart Filter “Approval Rejected” to open all rejected Invoices.
To clarify or correct anything, everyone involved can use the “Comments” feature, including @mention. Invoices can also be flagged at short notice using Labels, making them easy to filter.
You can approve, or delete the approval request, at any time.
If approved, the person who requested approval receives a notification, and the Invoice is marked in green.
If rejected, the requester is also notified, the Invoice is marked in red, and email sending remains disabled. Use the Smart Filter “Approval Rejected” to open all rejected Invoices.
To clarify or correct anything, everyone involved can use the “Comments” feature, including @mention. Invoices can also be flagged at short notice using Labels, making them easy to filter.
You can approve, or delete the approval request, at any time.
General Notes
- Multiple approval requests per Invoice are possible, either in parallel or one after another.
- All actions are documented in the comments below the Invoice.
- All people with full access or restricted access to Billing can be addressed.
- You can adjust notification options in your profile.
- Approval requests can be deleted by: the addressed person, the creator, or someone with full access to Billing.
- Invoices with pending or rejected approval are not offered for accounting export.
Managing Outstanding Invoices
All invoices are listed under "Invoices" (1). In the filter section (2), you can apply custom filters – for example, filter by time period – or include drafts and ignored invoices not considered by the standard filter. A simple export option is available at the top right (3).
» All information on export and accounting exports
Use labels to temporarily mark specific invoices for individual purposes.
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» All information on export and accounting exports
Use labels to temporarily mark specific invoices for individual purposes.
(English image not yet available)Outstanding Invoices
Outstanding invoices can be quickly and specifically displayed using the "Smart Filter":
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Created
When saving an invoice with "Create", an invoice number is immediately assigned. Subsequent changes can be tracked via the change log (below the invoice view).
(English image not yet available)Created
When saving an invoice with "Create", an invoice number is immediately assigned. Subsequent changes can be tracked via the change log (below the invoice view).
Sent
Invoices sent by email are automatically marked as "Sent". If sending by post, adjust the status manually.
Overdue
Once invoices are sent, MOCO checks daily if an invoice is overdue. The invoice is then categorized under "Overdue". If configured, the issuer receives a notification.
Partially Paid
If the recorded payment does not match the invoice amount, MOCO offers the "Partially Paid" option. Additional payments can be recorded at any time.
For invoices where payments differ due to discounts, the status "Paid" is appropriate. The discrepancies are handled accordingly in the accounting.
Email Dispatch, Printing
After saving, the document will be displayed with the stored standard letterhead and can be downloaded or sent as a PDF. For dispatch or printing, an alternative letterhead can be selected from the dropdown on the right.
Send documents via MOCO or connect your own mail server.
Send documents via MOCO or connect your own mail server.
Send Individually
Invoices can be sent directly from the detail view using the "Email" button. If you send individual invoices by post, you manually set the invoice status to "Sent". Only in this status is the overdue status checked.
Bulk Dispatch
With bulk dispatch, multiple invoices can be sent at once:
1. Go to "Invoicing" and select the Smart Filter "Created"
2. Select all or individual invoices
3. Click "Next" at the bottom right
4. Check dispatch information (Icon tooltip with info > Adjust > Update)
5. Confirm dispatch
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1. Go to "Invoicing" and select the Smart Filter "Created"
2. Select all or individual invoices
3. Click "Next" at the bottom right
4. Check dispatch information (Icon tooltip with info > Adjust > Update)
5. Confirm dispatch
(English image not yet available)(English image not yet available)Be Well Prepared
For optimal preparation of bulk dispatch, check the following:
- Formulate the standard email text as neutrally as possible (Settings > Invoicing > Invoices)
- If you use the "Salutation line" variable in the standard email text: Adjust the standard salutation if necessary (Settings > Layout > Labels): When setting a contact in the project invoicing info or directly when creating the invoice, the salutation line specified for the contact is preferred.
Printing
In "Print View", you can select an alternative uploaded letterhead. By selecting "white", the proposal can also be easily printed on pre-printed letterhead.
Paid & Ignored
Status "Paid"
An invoice is considered paid when the payment (amount + date) has been recorded against the invoice.
Status "Ignored"
The "Ignored" status is intended for invoices that are not paid but should not remain open. This status can also be assigned manually. An invoice will automatically be set to "Ignored" if it is cancelled and no payment has been made. Similarly, the cancellation invoice is set to ignored.
In accounts receivable management, these invoices are no longer relevant, so they are not considered in the standard filtering.
When preparatory accounting is enabled, they are included in the accounting export. They can also be exported separately and not transferred if needed.
In accounts receivable management, these invoices are no longer relevant, so they are not considered in the standard filtering.
When preparatory accounting is enabled, they are included in the accounting export. They can also be exported separately and not transferred if needed.
Record Payment Manually
Payments are recorded under "Invoicing" > "Payments". Alternatively, the payment can be recorded directly in the invoice view at the top right using the "+ Payment" button (see image).
Search invoices by reference number:
You can search by the reference number (QR invoices/ESR) in MOCO (Shift +7 – or under "Invoicing" in the filter under "More Options").
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Search invoices by reference number:
You can search by the reference number (QR invoices/ESR) in MOCO (Shift +7 – or under "Invoicing" in the filter under "More Options").
(English image not yet available)Batch Payment / Mark Multiple Invoices as "Paid"
Select all or specific invoices, then choose the action "Record Payment".
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(English image not yet available)Bank Reconciliation
Via Camt File
(English image not yet available)Upload Camt File
Under "Payments" at the top right, you can upload the bank's camt file (camt.052, camt.053, and camt.054 files) for automatic payment reconciliation.
For automatically recorded payments, an "i" symbol displays the purpose of use, aiding traceability.
Matching via ESR, Invoice Number, QR Code Reference
For Swiss accounts, the reference number is used for identification.
For all other accounts, the invoice number must be included in the purpose of use to associate the payment with the invoice. If the QR code for invoices is activated, reconciliation can also be ensured via the reference.
Significantly Different Amount
During payment reconciliation via CAMT, MOCO actively alerts you if the gross invoice amount and payment amount differ significantly in a match. Assuming it's a partial payment, MOCO suggests "Partially Paid" as the status. As a user, you can easily change this to "Paid".
Direct Bank Connection
You can also reconcile your incoming payments directly through the bank connection. Multiple banks (and one or more accounts) can be connected. Payments to invoices are then automatically recorded (and the invoice is marked as paid).
Connect Bank
In the settings, connect your bank(s) and select the accounts.
Connect Bank
In the settings, connect your bank(s) and select the accounts.
Automatic Payment Reconciliation Four Times Daily
Automatic payment reconciliation occurs four times daily with an active bank connection and at least one selected account. You have an overview of all payments under "Invoicing" > "Payments".
No Older Than 3 Months
MOCO recognizes new incoming payments from activation. During each reconciliation, all invoices without payments are checked. Only when invoices or payments are older than 3 months are they no longer considered.
Purpose of Use Crucial for Successful Payment Reconciliation
To associate a payment with the corresponding invoice, the invoice number or purpose of use must match. For automatically recorded payments, this purpose of use is displayed via an "i" symbol, aiding traceability.
Assign Payments Retroactively
If you choose in the settings to collect all payments, MOCO also records payments that cannot be assigned to an invoice. These are listed under "Invoicing" > "Payments" and can be retroactively assigned to invoices if needed:
(English image not yet available)Other Income
Payments not belonging to a MOCO outgoing invoice can remain as they are to reflect the actual cash flow. Payments can also be recorded individually at any time.
Outgoing Payments
If you use digital invoice entry, you can also reconcile expenditures with outgoing payments.
Tagging & Categorising
Labels
Labels allow you to categorise or temporarily mark invoices. These labels are also included in the Excel export, enabling further custom analyses.
» More about Labels
» More about Labels
Custom Fields
Document information can be extended with Custom Fields (visible or invisible in the PDF). They are part of the export and Accounting Export "Neutral (CSV)".
