Management
Draft | Approval Workflow | Managing Outstanding Invoices | Email Dispatch, Printing | Paid & Ignored | Bank Reconciliation | Tagging & CategorisingDraft
When selecting "Save as Draft" for an invoice instead of "Create", you can prepare invoices without assigning an invoice number yet.
Easily deletable
As a draft, the invoice does not receive an invoice number and can be deleted at any time without issue. Learn more about deleting invoices
Part of the Revenue Forecast
Draft invoices are considered planned income in the financial reports
English image not yet available...Drafts are listed in the Smart Filter "Drafts" (2). To filter by drafts, activate the corresponding status symbol in the filter (3).
Bulk Creation of Drafts
Invoices can be created as drafts using the bulk action.
Converting Drafts into Invoices
Then, under "Invoicing" > "Drafts", review them and use the bulk action (under "Drafts") to create the invoice with one click. Alternatively, create the invoice for individual drafts via status change (top left of the invoice page: 4)
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English image not yet available...Approval Workflow
Request Approval Specifically
For an invoice in the status "Draft" or "Created", you can request approval via the "Approval" button (1).
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The addressed person will be notified – through the message inbox or, depending on notification settings, additionally via email. The message links directly to the invoice.
English image not yet available...The addressed person will be notified – through the message inbox or, depending on notification settings, additionally via email. The message links directly to the invoice.
Automatic Approval Request
In the settings under "Invoicing" > "General", you can set up or adjust automation – allowing an approval request to be automatically generated from a minimum amount that you define.
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English image not yet available... Pending Approval
Pending approvals are marked in orange in the list. The Smart Filter "Approval Pending" (see above 2) helps you access all requested approvals. To filter specifically for your own approval requests, you can use the keyboard shortcut "Q" (see above 3).
Email dispatch remains disabled until the invoice is approved.
Email dispatch remains disabled until the invoice is approved.
Approve or Reject
In the invoice detail view, it can be approved or rejected with a click (similar to expenditures).
Upon Approval, the person who requested the approval receives a notification, and the invoice is marked in green.
Upon Rejection, the requesting person is also notified, but the invoice is marked in red, and email dispatch remains disabled. You can specifically call up all rejected invoices using the Smart Filter "Approval Rejected".
For clarification or correction, participants can use the "Notes & Files" feature including @mention. Invoices can also be temporarily marked using Labels – making them easy to filter.
Approval or deletion of the approval request is possible at any time.
Upon Approval, the person who requested the approval receives a notification, and the invoice is marked in green.
Upon Rejection, the requesting person is also notified, but the invoice is marked in red, and email dispatch remains disabled. You can specifically call up all rejected invoices using the Smart Filter "Approval Rejected".
For clarification or correction, participants can use the "Notes & Files" feature including @mention. Invoices can also be temporarily marked using Labels – making them easy to filter.
Approval or deletion of the approval request is possible at any time.
General Notes
- Multiple approval requests per invoice are possible, either in parallel or sequentially.
- All actions are documented in the comments below the invoice.
- All persons with full or restricted access to invoicing can be addressed.
- Notification options can be adjusted in your own profile.
- Approval requests can be deleted by: the addressed person, the creator, or a person with full access to invoicing.
- 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 individual 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 Filters":
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Created
When saving an invoice with "Create", an invoice number is immediately assigned. Any 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. Any subsequent changes can be tracked via the change log (below the invoice view).
Sent
Invoices sent by email are automatically marked as "Sent". If you send the invoice 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 set, the invoice 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 the correct choice. The discrepancies are handled accordingly in 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)".
