Create Invoice
Currently Billable | In Project & Client | Invoice Details | Items | Copy, Assign | Discount, Surcharge, Early Payment Discount | Receipts, Timesheet, Attachments | Invoice FormatsCurrently Billable
(English image not yet available)"Currently Billable" = Green Amounts
- Recorded billable hours (projects based on effort)
- Planned invoices via invoicing plans (fixed-price projects)
- Billable additional services
Display and Invoicing via the Project List
Under "Client Projects," MOCO displays billable amounts with green numbers: Total Amount (1), per Client & per Project (3). Use the Smart Filter "Billable" (2) to specifically filter for billable projects.
Create Invoice Directly from the Project List
A click on the sum (3) in the row leads directly to the invoicing option in the project or client (collective invoice).
Tip: Holding the command key opens the invoicing page in a new tab, and after creating the invoice and closing the new tab, you return directly to the filtered list.
Tip: Holding the command key opens the invoicing page in a new tab, and after creating the invoice and closing the new tab, you return directly to the filtered list.
Display, Breakdown, and Invoicing under "Invoicing"
Under "Invoicing" > "Billable" (1), MOCO shows you only projects with billable items. These can be filtered by period (2) and invoiced specifically. Individually or via batch creation (3 Mark -> 4 Create Invoices).
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(English image not yet available)Using the "Q" Keyboard Shortcut you can filter only your projects.
In Project & Client
Instead of navigating through the lists (see above), you can directly create the invoice under "Invoicing" (1) in the project or client section.
Tip: Use the global search (magnifying glass top right or "/" on the keyboard) to quickly access a project or client.
Flexible Invoicing Options
With options like "Proposal", "Billable Items", and "Neutral" (see image), you can implement various invoicing methods:
- Time and Material
- From Proposal
- Free Invoice (can also be a copy of a template or existing invoice)
- Mixed Forms (e.g., invoice a proposal and add billable items)
- Advance Invoice, Interim Invoice, Final Invoice
- Client Invoices (without project)
- Client Collective Invoice (across multiple projects)
- Automatic Invoices (mass creation)
Important: An invoice once created cannot be moved to another client! However, the invoice can be copied to another client.
Invoicing by Time and Material
Summarises all recorded billable hours and additional services. After clicking on "Show Items" (2), the items can be reviewed and an invoice created. You can also filter by topics/tasks using the free text search.
Using the "Show Items" button, items can also be marked as "already invoiced" (in case the hours were covered or charged differently).
Fixed Price/Flat Rate Invoicing
Shows due items from the invoicing plan in green (3). These items are offered under "Billable Items" (4) along with additional services for invoice creation.
The item in the invoicing plan can simply be checked off once invoiced.
(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 invoicing options for the client under the "Invoicing" section.
Invoices at Client Level
Invoice Details
Invoicing Info (1)
If there are important client or project-specific details to consider during invoice creation, these can be noted in the invoicing info (stored under "Invoicing" in the client or project). They will accompany the entire invoicing process.
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Invoice Recipient (2)
MOCO automatically fills in the stored client address in the recipient field and uses the stored email for sending. By setting a custom invoice address/email in the project (Invoicing > Invoicing Info) or selecting a contact person at the top right (personalised salutation), the client standard can be overridden.
For verification, the email recipient is displayed above the document after saving, along with any defined CC email addresses.
If there are important client or project-specific details to consider during invoice creation, these can be noted in the invoicing info (stored under "Invoicing" in the client or project). They will accompany the entire invoicing process.
(English image not yet available)Invoice Recipient (2)
MOCO automatically fills in the stored client address in the recipient field and uses the stored email for sending. By setting a custom invoice address/email in the project (Invoicing > Invoicing Info) or selecting a contact person at the top right (personalised salutation), the client standard can be overridden.
For verification, the email recipient is displayed above the document after saving, along with any defined CC email addresses.
Invoice Info / Info Block (3)
Essential invoice details such as number, date, due date, UID, and period are automatically set by MOCO and can be adjusted at the top right of the invoice. The display can be defined in the settings. Through custom fields (at the client or project level or directly on the invoice), additional information like order numbers can be automated or added if needed.
Learn more about invoice numbers
Essential invoice details such as number, date, due date, UID, and period are automatically set by MOCO and can be adjusted at the top right of the invoice. The display can be defined in the settings. Through custom fields (at the client or project level or directly on the invoice), additional information like order numbers can be automated or added if needed.
Learn more about invoice numbers
Title (4)
It is advisable to give the title a descriptive name, as it plays a role in the debtor list and the file name. Option for partial invoice (= advance invoice) and final invoice
It is advisable to give the title a descriptive name, as it plays a role in the debtor list and the file name. Option for partial invoice (= advance invoice) and final invoice
Introduction (5)
An introductory text is usually not needed for invoices – it can be left blank. However, if required, a standard text with variables (e.g., for personalised salutation, period) can be predefined. A page break can be created with three dashes (---).
An introductory text is usually not needed for invoices – it can be left blank. However, if required, a standard text with variables (e.g., for personalised salutation, period) can be predefined. A page break can be created with three dashes (---).
After the Items
Note on Tax Exemption
A note on tax exemption (small business, reverse charge, abroad) can be stored directly with the relevant tax rate (Settings > Accounting > Tax Rates). This will then be displayed automatically.
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(English image not yet available)Discount
If not already generally or client predefined, it can still be adjusted on the invoice below the total amount (6). More information
Closing Text with Payment Instructions and Own Tax Number
The closing text usually consists of payment instructions and a final greeting. If the letterhead does not already include bank details and tax number, include them in the standard text with the payment instructions.
The standard closing text can be predefined in the settings and various details can be automated via variables. It can be overridden per client.
The standard closing text can be predefined in the settings and various details can be automated via variables. It can be overridden per client.
Save Draft
A draft invoice can also be created initially (8). No invoice number is assigned at this stage.
PDF, Print, Email Dispatch, Export
After saving, the document is displayed with the stored standard letterhead and can be downloaded as a PDF, printed, or sent individually or in bulk.
More on dispatch and printing
Exports
More on dispatch and printing
Exports
- Receipts: In addition to individual downloads, invoice receipts can be downloaded in full.
- Excel for filing and individual evaluation
- Accounting Export for synchronous management with accounting & simple pre-accounting in MOCO
With the accounting export
BCC
Through the email settings, invoices can also be automatically sent to a general BCC address – or
BCC
Through 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 can be hidden (Settings > Layout).
Hide Detail Columns?
Detail columns (= details like quantity, unit, unit price when using detailed items) are displayed by default. They can be set to 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.
(English image not yet available)Selecting Items
When invoicing recorded efforts, the items are automatically created. You can also individually add more items (green button (1) or dropdown on the right). 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 retrospectively 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 compiled items from the catalogue via "Service Catalogue".
"Empty" items can also be inserted
Billable Items from Projects
Through "Billable Items," you can retrospectively 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 compiled 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 (e.g., incidental cost surcharge, see illustration) are possible.
Learn more
Learn more
Detailed & Flat Rate Items
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 proposal 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 Categories
If needed, you can define categories across the board and map revenues 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 proposal 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 Categories
If needed, you can define categories across the board and map revenues 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 (including for Templates)
If you want to use an existing invoice as a template, select "Invoicing" > "Neutral" > "Copy Invoice" (1) in the target project. You can then search for an existing invoice or draft and copy it into the project. The same process applies at the client level under "Invoicing".
Invoices can also be saved as catalog entries for templates
Invoices can also be saved as catalog entries for templates
(English image not yet available)Copy Within Project/Client
Go directly to the invoice and select "Copy" (dropdown in the invoice list or action icon at the top right in the invoice detail view).
Assign Invoice to Another Project
Invoices that were not created directly from efforts can be moved within a client. To do this, select the appropriate action in the invoice view at the top right (2).
Discount, Surcharge, Early Payment Discount
Discount or Surcharge on Total Amount
A percentage discount or surcharge on the entire proposal or invoice can be added via the small blue link at the end of the items.
The labels can be overwritten in the settings under "Layout" if needed. If you usually apply an incidental cost flat rate, you can store this term and set the percentage for the client.
Flat Deduction
For an individual deduction, use a flat-rate item and set the amount as negative.
Individual Discount or Surcharge
If you use "%" as the unit in the detailed item, percentage amounts can be calculated and either deducted or added:
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Early Payment Discount on Invoices
An early payment discount can be predefined for the entire account or set differently for a client. You can also add an early payment discount option at the time of invoicing (small blue link under the total sum area "Add early payment discount?"). MOCO automatically inserts the corresponding rate at the beginning of the footer text and informs about the date and reduced amount when recording the payment.
A percentage discount or surcharge on the entire proposal or invoice can be added via the small blue link at the end of the items.
The labels can be overwritten in the settings under "Layout" if needed. If you usually apply an incidental cost flat rate, you can store this term and set the percentage for the client.
Flat Deduction
For an individual deduction, use a flat-rate item and set the amount as negative.
Individual Discount or Surcharge
If you use "%" as the unit in the detailed item, percentage amounts can be calculated and either deducted or added:
(English image not yet available)Early Payment Discount on Invoices
An early payment discount can be predefined for the entire account or set differently for a client. You can also add an early payment discount option at the time of invoicing (small blue link under the total sum area "Add early payment discount?"). MOCO automatically inserts the corresponding rate at the beginning of the footer text and informs about the date and reduced amount when recording the payment.
Receipts, Timesheet, Attachments
Receipts
If you want PDF receipts from invoiced additional services (external costs, assigned personal expenses) to be included with the invoice, select them in the invoice's edit mode below the closing text (1)
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(English image not yet available)Timesheet
When billing hours, MOCO automatically generates a timesheet that you can download individually or include with the invoice. You will find the checkbox directly during the invoice creation (see 1). The option is pre-selected if it was already defined for the client or in the project's invoicing information before the invoice was created.
Custom Attachments
Upload the PDF below the saved invoice.
The additional pages are directly integrated into the invoice. For PDF/print format, they are included in the PDF, and for e-invoices, they are included in the invoice data. All selected attachments are additionally listed below the invoice view and can be accessed with a click.
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The additional pages are directly integrated into the invoice. For PDF/print format, they are included in the PDF, and for e-invoices, they are included in the invoice data. All selected attachments are additionally listed below the invoice view and can be accessed with a click.
(English image not yet available)Invoice Formats
Paper
Select the "Print View" button on the invoice. This allows you to print the invoice directly with the uploaded letterhead background or on pre-printed letterhead (choose "white").
The PDF is automatically generated (in PDF/A-3 format) and is your view of the created invoice with your letterhead/CI. You can send the PDF invoice directly from MOCO via email.
E-Invoice
XRechnung (B2B & Authorities)
With the chosen format, you create the invoice as an XML file – a machine-readable data format without layout or PDF. To make the content easy to understand, MOCO visualises the invoice data for you.
The dispatch is done as usual via 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 read with an accounting tool and displayed accordingly.
Free visualisation tool for e-invoices
Free visualisation tool for e-invoices
ZUGFeRD
With the chosen format, you create the invoice as a PDF with embedded, machine-readable data. In this hybrid format, it is important that the sender information fixed on your letterhead matches the details in your e-invoice settings. In case of doubt, the data takes precedence. The dispatch is done as usual via email directly from MOCO.
Important Information
Activation
You need to activate e-invoices once in the settings and then select them for the client.
Gradual Introduction
Due to the upcoming B2B e-invoice obligation, the option is currently only available for accounts or companies in Germany. Apart from the already mandatory XRechnung for authorities, we recommend gradually introducing the e-invoice format: Set the invoice format for individual clients who are already pushing for it. It is expected to be mandatory for all B2B invoices within Germany from January 2028.
You need to activate e-invoices once in the settings and then select them for the client.
Gradual Introduction
Due to the upcoming B2B e-invoice obligation, the option is currently only available for accounts or companies in Germany. Apart from the already mandatory XRechnung for authorities, we recommend gradually introducing the e-invoice format: Set the invoice format for individual clients who are already pushing for it. It is expected to be mandatory for all B2B invoices within Germany from January 2028.
How to quickly identify if an invoice is an e-invoice
The button on the invoice detail page indicates whether the invoice is an e-invoice in the XRechnung or ZUGFeRD format:
(English image not yet available)Checklist
- Order Number: Activate the standard field BT-13
- Custom Fields: Additional individual invoice details are provided via the Remarks data field.
- Attachments: Are integrated in the XML (structured data). In the PDF, an automatic note draws attention to the number of attachments.
- Important for ZUGFeRD Format: Details on letterhead must match. More information
- Payment Method: For e-invoices, you choose whether the payment method should be "Neutral" or "Bank Transfer". Bank Transfer provides the bank details and assumes a transfer is necessary. "Neutral" can mean anything else – for example, that payment is made by direct debit or settled differently. The payment method can also be defined in the closing text, which is provided for information.
