Introduction
Say goodbye to manually handling all your invoices! We are thrilled to announce that you can now manage all your company’s unpaid invoices directly in Moss. In short, team members simply upload incoming invoices to Moss or forward them via email. We automatically extract and pre-fill all relevant invoice data for you. The invoice is then routed to team leads, admins or accountants for review and payment approval in Moss before being handed over for bookkeeping.
All approved invoices can be exported synchronized directly with DATEV Unternehmen online, where you further can book for and carry out the payments of your invoices. If you are not paying your invoices in DATEV, you can also export a CSV file with your invoice data.
Invoice Management in Moss - Quick step-by-step guide
User uploads invoice to Moss
Any user who receives an unpaid invoice uploads the invoice to Moss. If you are using a central inbox, to where all your colleagues are forwarding their invoices - they can all be uploaded to Moss by the person or team managing your central inbox.
Accountant or Admin reviews invoice details
Once an invoice has been uploaded to Moss, anyone with Accountant or Admin permissions needs to review and confirm the invoice details. At this stage you can also choose to which user the invoice should be assigned to - which decides who needs to later approve the invoice.
Team Lead or Admin approves the invoice
Once the invoice has been reviewed, it needs to be approved by either the respective Team Lead or any Moss Admin. Team leads can only approve an invoice that is assigned to a member of their team, and the amount is within their approval limit. If that is not the case - the invoice approval is sent only to Moss Admins.
If managing payments of invoices in Moss - Accountant or Admin pays invoices
As soon as the invoice has been reviewed and approved, and depending on your invoice setup, you can manage the payment of the invoice. If you are an EU registered company, you manage payments via SEPA payment files and if you are a UK business, you pay invoices directly via the Moss wallet.
Accountant or Admin exports invoices
Once the invoice has been reviewed, approved and paid, anyone with Accountant or Admin permissions can export the invoices to your accounting software. If you are using DATEV for both booking and/or paying your invoices, you simply push the data via DATEV API.
Uploading invoices to Moss
To get started with managing invoices in Moss is very straight forward. Any team member can upload their invoices to Moss, via the “Invoices” page, in your Moss app.
You can also choose to simply forward any unpaid invoices straight to your Invoice Inbox, your organisation specific email inbox to which any of your team members can forward their invoices to.
By forwarding your invoices to the Invoice Inbox, we will automatically upload the invoice to your Moss app - and notify you when it’s been successfully uploaded.
In both upload alternatives, we scan the uploaded invoice for any relevant invoice data - and pre-fill the information we are able to successfully extract, such as supplier, invoice number, due date. Just to make the lives easier for the team members responsible for reviewing the invoices.
Assigning relevant invoice data to the uploaded invoice
Once you’ve uploaded an unpaid invoice to Moss, any accountant or admin can review all relevant invoice data, and add any data that is missing to the invoice in the review stage (read more below). Below, you find a list of all the data you can assign to an invoice in Moss:
Overview of Invoice data:
Mandatory fields | Optional fields |
Supplier account | Invoice number |
Submitter of invoice | Invoice due date |
Currency | Invoice performance date |
Amount | Cost Center |
Expense account | Cost Carrier |
VAT Rate |
|
Invoice date |
|
Review and Approval flow of invoices in Moss
As soon as the invoice is uploaded to Moss, it is directed to the relevant team members who should review and approve your invoices. In essence, there are two main steps of reviewing and approving the invoice in Moss;
Reviewing and confirming invoice data - Make sure that all invoice data is correct, and that it’s added and assigned to each invoice. This part of the process can be carried out by anyone who’s assigned the accountant role of Moss, or by any Admin.
Approving the invoice - This part of the process can be carried out by the respective team lead and/or any Admin of your Moss account.
Only once your invoice has been both reviewed and approved can you choose to export your invoices to your accounting software. Your invoices are approved by either the Team lead, if invoice amount is within team leads approval limit, or by an admin if invoice amount exceeds the team leads approval limits.
Paying invoices from Moss
Please see the full article on how paying invoices in Moss via this link.
Exporting reviewed and approved invoices from Moss
Once your invoices have been reviewed and approved, they are marked as “Ready to export”, and any accountant or admin of your Moss account can then export these invoices.
All export formats will include the assigned invoice data of your uploaded invoices. There are three different export methods for invoices in Moss:
Export via accounting API - If you’ve connected your Moss account with your accounting software via API, you can export your invoices in just a couple of clicks.
Export manual DATEV XML file - If you are using DATEV, but haven’t connected your Moss account with DATEV, you can manually download an XML file to further upload to DATEV Unternehmen Online
Export via CSV - If you’re using an accounting software where API integration is not available yet, you can manually download a CSV containing all invoice data, together with a zip file of all invoices. With this CSV, you can further upload your data to the accounting software you’re using or to your online bank if you’re paying invoices directly via online banking.
Upcoming iterations and improvements
We want to assure you that this is just the beginning of our journey to become the all-in-one solution for managing all your expenses in one place. We already have a backlog of upcoming iterations and improvements on our Invoicing product.
With that said, we are always looking for feedback and ideas on how we can improve! If you have any ideas on how we can help you save more time or make your lives generally easier when it comes to expense management, please do let us know!
Feel free to reach out to support@getmoss.com!