Types of Invoicing
Time & Material | From Proposal / Flat Rate | Custom Invoice | Mixed Forms | Advance & Final Invoice | Consolidated Invoice | Invoice Without Project | Automated/Bulk Invoicing for SubscriptionsTime & Material
If the billing type Time & Material is selected in the project, billable hours and additional services accumulate as potentially billable items in the project list or under "Invoicing" in the project or client. You can click on "Show items" (1) to directly create the invoice.
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(English image not yet available)Adjustments Before Invoicing
The time entries can be edited and adjusted for invoicing. This allows for correcting typos in the activity description or "smoothing out" hours.
Adjust hours for invoicing
Adjust hours for invoicing
Filter Options
In project invoicing, you can use the filter (keyboard shortcut "F")
- view non-billable items and include them on the invoice. This allows you to, for example, show goodwill gestures to the client on the invoice or timesheet.
- filter by topics/tasks
- filter by time period
(English image not yet available)Invoice Structure
You decide how detailed or compact the items appear on the invoice.
- Monthly: Items are grouped by month.
- Detailed: Items are displayed with activity descriptions. Selected hours from the time tracking, including descriptions, can be billed as items.
- Compact: Items are not grouped by month, and services are summarized.
The standard can be predefined globally and alternatively chosen per invoice (2) (alternative options selectable via button dropdown).
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(English image not yet available)Billing Services by Hourly Rate per Person
If "Hourly rate per person" is selected in the project, billing is done by person by default. This can be changed to "by service" in the settings. More about the setting
Billing in Days
Instead of regular hourly billing, conversion to days can be defined. More about the setting
Automatically Attach Related Timesheet
The timesheet is automatically created for the invoice and can be directly integrated into the PDF (checkbox at the end of the invoice form). If the option is pre-selected for the client or project, the checkbox is automatically checked.
Mark Items as Already Invoiced
If billable items have already been invoiced elsewhere, mark the selected items as "Already Invoiced" (3) via "Show items". This creates an entry in the invoice list (traceable/releasable).
When archiving the project, any remaining open items are automatically marked as already invoiced by MOCO.
When archiving the project, any remaining open items are automatically marked as already invoiced by MOCO.
Release Invoiced Hours Again
Hours that have been included in an invoice are locked. They can be released again by
a) deleting the invoice
b) Only deleting the item on the invoice
a) deleting the invoice
b) Only deleting the item on the invoice
Subsequently Add Expenditures to the Invoice
From Proposal / Flat Rate
For a proposal to be invoiced, it must be assigned to a client.
Project-Based
When the proposal is invoiced, it usually involves a fixed-price/flat-rate project. The invoicing plan to be completed (1) controls the invoicing note and revenue forecast.
Project-Based
When the proposal is invoiced, it usually involves a fixed-price/flat-rate project. The invoicing plan to be completed (1) controls the invoicing note and revenue forecast.
Direct invoicing within the project:
Select the proposal if not already selected (2) and choose "Invoice Proposal." Through the modal, the entire proposal or specific items can be invoiced. Then mark the invoicing plan as completed.
Select the proposal if not already selected (2) and choose "Invoice Proposal." Through the modal, the entire proposal or specific items can be invoiced. Then mark the invoicing plan as completed.
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(English image not yet available)Invoicing can also be done in the proposal detail view at the top right or in all lists on the right via the dropdown:
(English image not yet available)Without Project
If a proposal is not assigned to a project, the created invoice is automatically assigned to the client. In the client under "Invoicing", invoicing can be done similarly to the project level, and client-specific invoices are listed. An invoice can also be subsequently assigned to a project.
Partial Invoice
Only certain items can be invoiced (2 + 4) – MOCO then shows the remaining amount or offers the open items for the next invoice. You can also use the small blue link to view all items of the proposal again.
Add Expenditures
Optionally, selected additional expenditures can be added.
Advance & Final Invoice
If an amount is to be invoiced as a percentage, it is usually not a partial invoice but an advance invoice. Certain rules must be followed here » Advance invoices and their automatic deduction in the final invoice.
Batch Invoice at Client Level
Items recorded in the invoicing plan are also offered under "Billable Items." This can be useful for a batch invoicing at the client level from flat rates.
Already Invoiced
If the proposal has already been invoiced elsewhere, it can be set to "Already Invoiced" by selecting "Select Open Proposal" (2) (Status Invoiced is assigned).
Custom Invoice
In the Client or Project under "Invoicing" via "Neutral" (1) you can also create a completely custom, individual invoice.
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(English image not yet available)- Pre-record sections/items: If needed, items from the service catalogue or recorded billable items can be manually inserted.
- Copy invoice: Any previous invoice can be selected as a template.
Neutralize positions covered by this
Any covered billable items can be marked as "invoiced" via "Show items" so they no longer appear as open. MOCO automatically marks them when you archive a project.
Mixed Forms
Add Billable Items to an Invoice Afterwards
You can now add individual or all billable items to an invoiced proposal or a customised invoice. To do this, select "New Item" > "Billable Items" via the green button in the invoice.
(only within a project)
(only within a project)
(English image not yet available)Advance & Final Invoice
Advance payments (advance invoices, deposit invoices) are prepayments independent of services already rendered. For advance and final invoices, certain content features are relevant. MOCO supports compliance with these content requirements through the automation shown below, automatically deducting advance invoices. This always works within a project. If advance and final invoices are needed at the client level, the steps must be performed manually.
(English image not yet available)Create Advance/Deposit Invoice
1. Since an advance invoice involves a prepayment independent of services rendered, a single line with a percentage amount (or fixed amount depending on the agreement) is the first choice. Therefore, use the pre-created entry in the invoicing plan or in the project under "Invoicing" in the right box "Neutral" and insert a percentage position.
2. In the invoice form above the title, select "Advance Invoice" (1). The term "Advance Invoice" is then automatically suggested in the title (The term Advance Invoice – or a comparable one – should appear in the title). For multiple advance invoices, numbering is recommended ("Advance Invoice 1", "Advance Invoice 2", etc.).
Advance invoices are always without discount, as it is an independent deposit amount! Any potential discount is only applied in the final invoice!
If the marking as an advance invoice was forgotten, this can be corrected at the top right of the invoice (possibly manually adjust the title):
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2. In the invoice form above the title, select "Advance Invoice" (1). The term "Advance Invoice" is then automatically suggested in the title (The term Advance Invoice – or a comparable one – should appear in the title). For multiple advance invoices, numbering is recommended ("Advance Invoice 1", "Advance Invoice 2", etc.).
Advance invoices are always without discount, as it is an independent deposit amount! Any potential discount is only applied in the final invoice!
If the marking as an advance invoice was forgotten, this can be corrected at the top right of the invoice (possibly manually adjust the title):
(English image not yet available)Tip for effort-based projects: Work against the advance amount
If an advance invoice was created in an effort-based project, the newly recorded positions are evaluated as "billable positions" regardless. This can be solved for the revenue forecast:
a) Record a negative additional service (billable, not in budget, cost 0): A negative amount will be displayed in "billable positions" until the advance amount is exhausted.
b) Monthly mark the services covered by the advance invoice as "already billed".
If an advance invoice was created in an effort-based project, the newly recorded positions are evaluated as "billable positions" regardless. This can be solved for the revenue forecast:
a) Record a negative additional service (billable, not in budget, cost 0): A negative amount will be displayed in "billable positions" until the advance amount is exhausted.
b) Monthly mark the services covered by the advance invoice as "already billed".
Create Final Invoice
Existing advance invoices are automatically deducted
1. Bill the proposal and above the title, select "Final Invoice" (2).
2. The term "Final Invoice" is then automatically suggested in the title. (A final invoice should be titled accordingly. The title "Final Invoice" implies that there are corresponding advance payments.)
3. MOCO deducts the advance invoices net with the relevant details automatically (3) (invoice number, invoice date, gross and VAT amount, VAT rate) in a separate section after a subtotal "Total Order", which denotes the total net amount of the proposal.
1. Bill the proposal and above the title, select "Final Invoice" (2).
2. The term "Final Invoice" is then automatically suggested in the title. (A final invoice should be titled accordingly. The title "Final Invoice" implies that there are corresponding advance payments.)
3. MOCO deducts the advance invoices net with the relevant details automatically (3) (invoice number, invoice date, gross and VAT amount, VAT rate) in a separate section after a subtotal "Total Order", which denotes the total net amount of the proposal.
Special case of temporary VAT reduction in Germany
If an advance invoice was issued with a different tax rate than the final invoice, this difference must be corrected. MOCO calculates the tax correction here and shows it on the final invoice!
Multiple final invoices within a project?
In principle, there is one final invoice per project. However, there are cases where multiple final invoices are desired, for example, if a project is billed to multiple recipients. In this case, when creating the first final invoice, delete the unnecessary advance invoices – they will be automatically suggested for deduction again in a new final invoice.
If an advance invoice was issued with a different tax rate than the final invoice, this difference must be corrected. MOCO calculates the tax correction here and shows it on the final invoice!
Multiple final invoices within a project?
In principle, there is one final invoice per project. However, there are cases where multiple final invoices are desired, for example, if a project is billed to multiple recipients. In this case, when creating the first final invoice, delete the unnecessary advance invoices – they will be automatically suggested for deduction again in a new final invoice.
Partial Invoice versus Advance and Final Invoice
Partial invoices are invoices for services already rendered. The scope of services is specified on the invoice. Partial invoices are complete in themselves and do not require a final invoice. Sometimes, however, you may want to name the last invoice "Final Invoice" to make it clear that it is the last partial invoice for a project. Create partial invoice from proposal.
Links
More detailed information on advance versus partial invoice
What to consider with an advance and final invoice
Links
More detailed information on advance versus partial invoice
What to consider with an advance and final invoice
Consolidated Invoice
Under "Invoicing" in the client section, all client-related invoices are listed (1).
Cross-Project Consolidated Invoice
Under "Billable Items" (2), cross-project consolidated invoices can be created.
In the relevant projects, the consolidated invoice is listed under "Invoicing" with the note "Consolidated Invoice" – and is accounted for as revenue.
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Project Group Consolidated Invoice
Clicking on the billable amount for the project group generates the Project Group Invoicing (automatically filtered consolidated invoice).
Cross-Project Consolidated Invoice
Under "Billable Items" (2), cross-project consolidated invoices can be created.
In the relevant projects, the consolidated invoice is listed under "Invoicing" with the note "Consolidated Invoice" – and is accounted for as revenue.
(English image not yet available)Project Group Consolidated Invoice
Clicking on the billable amount for the project group generates the Project Group Invoicing (automatically filtered consolidated invoice).
Invoice Without Project
Invoices can be created even without projects. What is always required is a Client. You then create the Invoice directly from the Proposal or under the Client:
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Invoicing Proposals (2)
All open Proposals assigned to the Client are offered for selection and can be invoiced in full or partially. Proposals can also be invoiced in the lists or directly on the detail view.
Individual Invoice
A free Invoice is created via "Neutral" (4). Any existing Invoice can also be searched and copied.
Free Invoices can be assigned to projects retrospectively if needed.
(English image not yet available)Invoicing Proposals (2)
All open Proposals assigned to the Client are offered for selection and can be invoiced in full or partially. Proposals can also be invoiced in the lists or directly on the detail view.
Individual Invoice
A free Invoice is created via "Neutral" (4). Any existing Invoice can also be searched and copied.
Free Invoices can be assigned to projects retrospectively if needed.
Automated/Bulk Invoicing for Subscriptions
Certain invoices can be generated and sent through a batch action. This means triggers here are billable items – for example, the automatic invoicing schedule for retainers or billable services recorded in a project.
Invoices you can create with a single click
For example, domains, hosting, etc.
For subscriptions and hosting, etc., a dedicated project (based on effort without a budget) is created for the client, and under "Additional services," a so-called recurring additional service is recorded (billable & not within the budget). This acts as a trigger with a reference date and duration. On the reference date, the additional service is created and can be invoiced (optional: notification about this).
Retainer
When you set up a retainer in MOCO, it creates an automatic invoicing schedule, and the monthly amount can be invoiced on the chosen reference date (selectable in the invoicing schedule including text). All about the retainer
For subscriptions and hosting, etc., a dedicated project (based on effort without a budget) is created for the client, and under "Additional services," a so-called recurring additional service is recorded (billable & not within the budget). This acts as a trigger with a reference date and duration. On the reference date, the additional service is created and can be invoiced (optional: notification about this).
Retainer
When you set up a retainer in MOCO, it creates an automatic invoicing schedule, and the monthly amount can be invoiced on the chosen reference date (selectable in the invoicing schedule including text). All about the retainer
Monthly or periodic invoicing of efforts
All recorded billable hours and additional services are in projects with the invoicing type "based on effort." All about effort-based projects
NOT intended is the option when individual proposals need to be invoiced or individual invoices created. Here, you click as usual on the billable amount in the project list and create the invoice in the project under "Invoicing" (or in the client under "Invoicing").
Go to "Invoicing" > "Billable"
1. Filter by period, label, etc.
2. Select all or specific projects and click "Next" (3)
4. Create invoices
Alternatively, you can first create drafts. These can be easily deleted, making them particularly suitable for initial tests.
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The blue "i" displays any invoicing info that may be stored.
Bulk Dispatch
Under "Invoicing" > "Invoices," select the Smart Filter "Created" on the left, choose invoices for dispatch, and initiate the dispatch via "Next" at the bottom right.
2. Select all or specific projects and click "Next" (3)
4. Create invoices
Alternatively, you can first create drafts. These can be easily deleted, making them particularly suitable for initial tests.
(English image not yet available)The blue "i" displays any invoicing info that may be stored.
Bulk Dispatch
Under "Invoicing" > "Invoices," select the Smart Filter "Created" on the left, choose invoices for dispatch, and initiate the dispatch via "Next" at the bottom right.
Checklist for good preparation:
- Use labels e.g., "Invoicing monthly," "Invoicing annually," ...
→ This way, projects to be invoiced can be filtered with one click (1) - Standardize the reference dates of recurring services across clients
→ e.g., always record the recurring service with a reference date of the 27th of a month and invoice at the end of the month or on the 1st of the following month. - Check data used by MOCO for automatic invoicing
→ Since MOCO composes the invoice title as: "Invoice – Project Name", the project name should be descriptive.
→ Check client-specific details like payment terms or closing text
→ Record project-specific details like invoice contact, timesheet, invoicing note
Define standards for client and project
Alternative Option: Use the Smart Filter "Billable" under "Client Projects" for bulk creation
The example shows the additional restriction to a label under "Billable." This way, the bulk action can be specifically applied to a particular project segment.
(English image not yet available)1. Auf Smart Filter "Abrechenbar" gehen, dann nach Label filtern, 2. Massenaktion "Abrechnen" wählen 4. Kontrollieren, korrigieren, aktualisieren und 4. Entwürfe oder Rechnungen direkt (mit Vergabe der Rechnungsnummer) erstellen.
