» Poool vs. Moco «
The Software Comparison 2026

The comparison criteria

Background/Company

Poool was founded in 2014 in the heart of the Alps in Innsbruck and is still based in this inspiring environment today. The company is owner-managed and led by its founders Clemens Plank and Thomas Wurzer. Poool originated from an agency and specializes in the specific needs of agencies and their daily business. Over time, new key functions were added, allowing other industries to use the software as well. The software offers a comprehensive solution for managing projects, finances, personnel, and customers. Poool is the central data hub for hundreds of companies, bundling all relevant information and enabling smooth operations.

Moco was originally founded in Binz, Switzerland, in 2014. Since 2023, the company has been part of the everii Group, based in Hamburg, and is under the influence of the investment fund Bid Equity, which is also based in Hamburg. The company focuses on providing a user-friendly software solution that is specifically tailored to the needs of small and medium-sized agencies.

Contact management

Poool CRM: Your central hub for successful customer relationships.
With Poool CRM, you can manage your customer contacts efficiently and clearly. The system offers a clear distinction between different customer types: companies, individuals, locations (including partners), existing customers, suppliers, and leads. Each customer is assigned a unique code that allows for quick identification throughout the system. Store all important customer data centrally, such as payment terms, sales tax requirements, email communication, and responsibilities. The CRM can be seamlessly integrated into your telephone system, smartphone, or softphone. Thanks to a flexible tagging system, you can easily organize and filter your customer lists.

Moco Address Book:
The Moco address book allows you to organize your business contacts clearly. It supports the separation between customers, suppliers, and prospects. With customizable keywords, tags, and a search function, you can find any contact in a flash. Store important information, add files and comments, track history, and set reminders. Direct emailing from Moco and easy integration with your telephone system are also possible.

Conclusion:
Moco scores points with its fast contact system, but Poool stands out with its more intuitive overview and remarkably flexible customization options. Poool's detailed contact management and customizable additional fields offer significant added value compared to Moco.

Acquisition | Leads | Sales

Leads in Poool:
With Poool, you can capture leads directly in your CRM and clearly label them with specific contact fields such as “prospective customer” or “lead.” Add important information to each lead, such as source (trade show, website, referral) and individual notes. Create quotes and calculations directly in the lead to seamlessly continue the sales process. Track the progress of each lead in real time with the integrated status bar. The software links leads and acquisitions directly to projects, quotes, and invoices, making the entire sales cycle integrated and transparently traceable.

Leads in Moco:
In Moco, potential customers are recorded as prospects or contacts. There is no separate lead management, but rather a direct assignment as a contact with a possible project link. Acquisition takes place via offer management. Leads are usually converted directly into offers and then followed up. Moco thus offers a straightforward overview of open and won offers. However, there is no detailed lead pipeline or status management.

Conclusion:
Poool offers comprehensive lead management with detailed status reports, history logs, and direct links to projects and quotes. The system integrates the entire sales process. Moco, on the other hand, simplifies lead management by directly recording leads as contacts or quotes. The focus is on fast quote and order management. This means that Moco is quicker to set up, but offers significantly less detailed lead management functions.

Offers

Offer details in Poool:
With Poool, you can create detailed quotes that contain all the important information: title, service description, budget, quantities, and individual prices. The quote design and layout can be fully customized to your individual needs. You can save quote templates from previous orders and reuse them as needed. Define customer-specific payment terms and price lists to ensure you always apply the correct hourly rates. Quotes (as well as invoices, etc.) can be sent directly from Poool via Microsoft 365. Predefined text modules make creation easier. Alternatively, you can download quotes as PDF files and process them further. Track the quote status (open, accepted, rejected) directly in the module to always keep track of everything.

Offer details in Moco:
With Moco, you can create quotes by adding titles, descriptions, services, or products with prices and quantities as individual items. Layout options are available, but they are limited in their customization possibilities. Only individual items, sections, or checklists, including their prices, can be saved as quote templates. Quotes are automatically generated as PDF files and must then be sent manually by email. The quote status is also not updated automatically, but must be adjusted manually.

Conclusion:
Poool offers significantly more extensive customization options, for example in terms of design templates and payment terms, as well as deeper integration with other modules and projects. This allows quotes to be converted directly into projects. Poool also scores points with automation features such as detailed status tracking and pipeline management. In contrast, Moco focuses on the essential functions, which makes it easier to use but offers less flexibility.

Projects

Project types in Poool:
Poool offers comprehensive project management including integrated task management. You can create different types of projects: fixed-price projects with a defined budget and scope of services, expense projects with hourly billing thanks to time tracking, retainer or ongoing projects for recurring services, and internal projects for tracking working hours. The interface is intuitive. Quotes can be converted into projects with a single click. Within a project, you can assign primary and secondary responsible employees. For a clear overview, project status (e.g., in progress, completed, paused) and progress can be tracked automatically. Project status, employee utilization, and budget progress are visualized in real time. Additional key figures such as gross profits are also available. A comment field enables easy communication within the team. The project description provides detailed information on scope, goals, and results.

Project types in Moco:
Moco enables project management via fixed-price or hourly-rate quotes as well as internal projects. After order confirmation, one or more projects are generated from quotes. A project manager must be assigned to each project, and if necessary, another employee can be added as a deputy. The quote total is transferred as the project budget, and additional services are recorded separately as an additional service budget. Time tracking can be activated manually for individual services. Moco also offers simple status monitoring to keep track of project progress and time consumption.

Conclusion:
Poool offers a high degree of flexibility thanks to various project types such as retainer or multi-phase projects and extensive budgeting and planning functions. However, this can make Poool somewhat more complex to use. A particular highlight is the real-time reporting on project performance, which enables proactive control and a high level of transparency for all parties involved. Moco, on the other hand, focuses on the management of simple projects and is therefore more user-friendly, but less comprehensive in terms of resource management. It offers basic project tracking, but without the in-depth analysis options and real-time updates of Poool.

Project management | Planning

Project structuring in Poool:
Poool masters even complex projects by clearly dividing them into phases, tasks, and milestones. Project progress is clearly visualized in tabular form so that all relevant information can be quickly captured. Order management provides a central overview of all ongoing projects, which can be refined as needed using various filters (such as month, status, or tags). Sophisticated resource planning makes it easy to create teams and link them directly to subtasks from the projects. The integrated time tracking is directly linked to the project budget. This gives you a detailed overview of hours worked, available budget, gross profit, and other important key figures at all times.

Poool's integrated project management feature is particularly noteworthy. It enables clear assignment of tasks as well as the creation and editing of mini-tasks. Combined with its wide range of filter options, Poool outperforms tools such as Teams Planner in this area. Thanks to integrated Gantt chart planning, you can carry out your project planning entirely without Excel.

Simple project setup in Moco:
Moco allows you to roughly plan larger projects and estimate employee workload. It is recommended to plan a maximum of 60-75% of the daily workload in order to allow time for internal meetings and spontaneous tasks. Detailed project planning focuses on the next 2-4 weeks. Similar to Poool, time tracking is directly linked to the project budget. However, the status overview in Moco is kept simple and only shows open, active, or completed projects. The dashboard provides a basic visual representation of project progress, including information on remaining planning hours. It is important to note that Moco does not support detailed assignment or naming of subtasks within projects. Therefore, additional tools such as Excel or Teams are required for comprehensive project planning.

Conclusion:
Poool Poool offers comprehensive project planning and budget control features, including detailed real-time data and reports. Integrated Gantt chart planning and task management help reduce organizational effort while increasing data protection. Moco is easier and faster to use as it focuses on basic planning and reporting features. For larger companies that need more detailed planning, Moco may not be sufficient without additional (and paid) tools.

Accounting | Controlling

Invoicing in Poool:
Poool greatly simplifies invoicing: invoices can be generated automatically based on projects, quotes, or time tracking. A special feature is the billing assistant, which supports the creation of advance, partial, and final invoices. In addition, recurring incoming and outgoing invoices (retainers) can be created and managed automatically.

For companies with international accounting, Poool offers the specific PoC/PRAP billing method.

Another strength of Poool is the seamless linking of projects with budgets, which enables detailed target/actual comparisons and the provision of data for company reporting. The invoice status (open, paid, overdue) can be easily tracked, either through manual status changes or using the integrated banking interface for automatic synchronization with the bank account. Poool has an integrated dunning system for unpaid invoices.

Poool offers banking and accounting interfaces such as DATEV and BMD for data exchange with tax advisors. In addition to the classic PDF format, Poool also supports modern invoice formats such as ZUGFeRD and XRechnung.

The automatic processing of incoming invoices via email reception by BillBox rounds off Poool's accounting functions. Incoming invoices can simply be sent to an email address. Poool receives and processes the data automatically. All you have to do is check and confirm the recorded invoice data to post the invoice.

Invoicing in Moco:
In Moco, invoicing is based on time tracking or project budgets. When billing for hours, Moco automatically creates an hourly statement. Recurring invoices can also be generated automatically. Cost monitoring is possible through simple tracking against the budget. In addition, a basic overview of profit margins at the project level is displayed. The invoice status can be viewed in the invoicing module. However, reminders must be sent manually. A bank connection is available in Moco for payment reconciliation.

There is no direct DATEV integration; data must be transferred manually. However, accounting data can be conveniently exported as a CSV file.

Conclusion:
Poool offers far more extensive accounting functions than those described here. Particularly noteworthy is the strong link between projects and accounting. A major advantage of Poool is its DATEV integration and flexible export formats. Moco is easier to use and offers good project integration. Compared to Poool, however, it offers fewer control options and requires more manual effort to manage.

Human resources management

Employee profiles in Poool:
In Poool, each employee is recorded with their basic data. The employee profile contains additional important information, such as working hours, job title, time tracking settings, absences, records of employee appraisals, and the time account. In addition, the number of hours allocated to individual projects can be specified in Poool. The software also provides a clear overview of available resources and integrates all employees into resource planning to optimize the company's capacity utilization.

External employees in Poool:
Freelancers are recorded in Poool as regular employees and are assigned the role of external employees or freelancers. The system allows you to store individual billing details for freelancers, such as hourly rates and contractual terms. Thanks to the defined freelancer role, external employees only have access to the functions in Poool that are approved for this role. Freelancers can be directly involved in projects, and their working hours and activities are documented in the time tracking system, just like for permanent employees.

Vacation requests in Poool:
Employees can enter and submit vacation requests in the system. Once submitted, the request is sent directly to the relevant supervisor for approval. Supervisors or administrators are notified and can review and approve or reject the request. Once approved, the vacation is automatically entered into resource planning and absences are displayed in projects.

Access rights in Poool:
Access rights are controlled by default via predefined roles (which have already been set up during the onboarding process). However, the administrator retains the flexibility to customize these rights at any time. Employees' rights are determined by their respective roles, and the administrator can specify in detail who is allowed to access which information and functions.

Employee profiles in Moco:
Moco makes it easy to create and manage employee profiles with names, roles, and contact information. Assignments to projects and tasks are also possible. In addition, absences, sick leave, weekly working hours, and capacities can be managed.

External employees in Moco:
Freelancers are created in the system like regular users, but with restricted access rights. They can only access their own times and tasks. Direct assignment to projects and planning for specific tasks are possible. Capacities and budgets can be defined.

Vacation requests in Moco:
Employees record their vacation days directly in the time recording module. The system generates a request that must be approved by an administrator. Approved vacation days are marked accordingly in the system.

Access rights in Moco:
Access rights are specified by standardized levels (e.g., admin, team member). However, it is not possible to customize these rights in detail or in greater depth at the individual user level.

Conclusion:
Poool offers extensive functions for planning availability, capacities, and role management, including the option to customize access rights. Moco, on the other hand, has a simpler structure in this area and only offers standardized roles with limited customization options. The analysis of utilization and performance is also much more detailed in Poool.

Important: Neither system is designed for payroll accounting. Integration with external payroll accounting software, such as Personio or DATEV, is therefore required.

Time tracking

Time tracking in Poool:
Time tracking in Poool is divided into project working time and weekly target working time. Employees can assign their working hours directly to projects or tasks. Individual target hours per weekday can be set in employee profiles, for example for part-time employees. Non-billable hours (e.g., internal tasks, goodwill, own fault, quotation preparation) can be assigned to projects. Break times, core working hours, and flexitime frames can be defined per employee or globally. Working hours can be recorded manually in the calendar overview, using a stopwatch, or via a physical terminal. Times are automatically transferred to the budget overview to facilitate cost control. Vacation days, sick days, and other absences are automatically integrated into the time account. Overtime and under-time are automatically calculated and documented in the system.

Time tracking in Moco:
Working hours are assigned to individual projects and tasks. Target hours are stored as a weekly working time model (e.g., 40-hour week or 5x8 hours). Non-billable hours can also be assigned to projects. Time recording is done manually by entering start and end times and via a daily overview divided into tasks. Working hours are automatically reconciled with the project budgets. Vacation and sick days can be integrated into the time account, but there is no automatic calculation of remaining vacation time. Employees can compare their recorded hours with their planned working time model; deviations such as overtime are displayed.

Conclusion:
If you value detailed and accurate time account management, Poool is the right solution for you. It supports flexible working time models and comprehensive analyses, and offers employees a convenient way to manage, maintain, and evaluate their data. Moco, on the other hand, offers basic time tracking, which requires many tasks to be performed manually.

Reportings

Poool | Information for controlling:
Budget overviews: Monitoring of project budgets (planned vs. actual costs), comparison of time tracking and invoicing, and variance analysis for budget compliance. Invoice status report: Overview of open, paid, and overdue invoices, as well as liquidity forecasts based on payment terms and invoices. Results reports: Presentation of revenues, costs, and profits by project, customer, and time period. Poool can be connected to Power BI for customized reporting. This ensures that every employee receives the information that is relevant to them. All reporting in Poool is based on automated, real-time data, ensuring a seamless user experience.

Poool | Information for management:
Performance overviews: Overview of the company's overall performance. Detailed KPIs such as revenue growth, profitability, or resource utilization. Long-term analyses: Reports on trends and developments over longer periods of time. Comparison of projects or departments.

Poool | Information for project management:
Various reports are available to help you manage projects and resources efficiently. Project status reports provide a real-time overview of progress, budget, and remaining resources, and make it easier to track critical milestones and deadlines by visualizing them. An important feature is the resource utilization display, which clearly shows how busy team members and resources are. Variance reports help optimize project management by directly comparing planned and actual times and costs.

Moco | Information for controlling:
Project cost reports: Overview of planned vs. actual hours and costs. Comparison of project expenses with customer revenues. The invoice status overview is a list of open and paid invoices, invoice due dates, and liquidity status.

Moco | Information for management:
Sales reports: Overview of total sales, project revenues, and customer sales. Filter options by period or customer. Cost transparency ensures that total costs are displayed in relation to sales.

Moco | Information for project management:
Project overview: Summary of recorded hours and budgets, as well as display of remaining hours and project progress. Team leaders receive an overview of the hours worked by individual team members, an allocation of tasks, and identification of bottlenecks.

Conclusion:
Poool stands out thanks to its extensive reporting functions and offers detailed insights into projects, finances, and employee performance. Its direct connection to Power BI also enables the creation of customized reports. Poool is particularly strong in the areas of controlling and long-term analysis. Moco, on the other hand, provides simple reports with a focus on basic overviews. Detailed evaluations require additional tools, which increases both costs and workload.

Availability

Poool is a cloud-based software solution that is fully accessible via a web browser and does not require installation. As there is no offline mode, an active internet connection is required to use the software and access the data. A web app is available for mobile devices. Poool cannot be installed on the servers of the respective company.

Moco is a cloud-based software solution that is fully accessible via a web browser and does not require installation. Since there is no offline mode, an active internet connection is required to use the software and access the data. A web app is available for mobile devices. Moco cannot be installed on the servers of the respective company.

Conclusion:
Both systems rely entirely on cloud-based use and do not offer offline functionality.

Interfaces

Interfaces in Poool:
For financial accounting, Poool offers a direct DATEV interface that enables the transfer of invoices and accounting data. In the area of project management, Poool already has an extensive range of functions that often have to be supplemented by third-party tools in other systems. Poool's flexibility is further enhanced by the REST API interface, which enables the connection of any third-party tools. In addition, tools such as Slack or email clients can be integrated for notifications and communication.

Interfaces in Moco:
Moco uses DATEV for financial accounting, but not via direct integration, rather via CSV files. Moco's project management offering is limited and usually requires the use of an additional tool for professional project management. A ready-made interface such as a REST API is not available, but can be set up if required, e.g. for Trello, Asana, etc. Stripe integration is available for online payments. Email notifications can be set up for collaboration, but Moco does not offer direct integration with tools such as Slack or email clients.

Conclusion:
Poool impresses right from the start as a comprehensive all-in-one solution with integrated project management functions and the flexibility of an API. Moco, on the other hand, requires the use of external tools and manual data transfers for efficient project management workflows.

Security

Security in Poool:
Poool complies with GDPR requirements and uses SSL encryption to protect your data. The software is hosted in Europe, with servers distributed across multiple locations with high security standards. To protect the environment, Poool uses green hosting, where the server infrastructure is powered by renewable energy. A special well cooling system minimizes energy consumption by 66% compared to conventional methods. Microsoft Single Sign-On integration is available for secure access. The entire server infrastructure is ISO 27001 certified, offering the highest level of data security. Daily data backups and regular software updates ensure that your data is protected.

Security in Moco:
Moco is DSG/GDPR compliant and SSL encrypted. Moco's server is located in the IWB data center in Basel, Switzerland. There is an option for an additional layer of security (2FA) via code entry (smartphone required). Two full backups are performed daily. Incremental backups are performed every minute.

Conclusion:
Both tools have good security standards. However, Poool tops the list here thanks to its integration of Microsoft Single Sign-On.

Introduction, training and support

Introduction, training, and support in Poool:
Poool offers structured, flexible, and resource-efficient onboarding to make getting started with the software as smooth as possible. The onboarding process begins with a kick-off meeting with the Poool team. Poool then carries out the basic configuration. In the third step, the company's individual work processes are analyzed and mapped in Poool. Data from the previous tool is then transferred. Poool offers regular Q&A sessions for any questions that arise during onboarding. Once the onboarding phase is complete, the Poool implementation begins and a go-live date is set. To ensure a successful start, follow-up support and a process check-up are provided. In addition to this structured onboarding, Poool offers ongoing, personal support by phone or email. The Poool Academy provides videos, images, and texts that explain the various functions of the software. Customers also benefit from regular service updates and updates on new and further developments.

Introduction, training, and support in Moco:
Moco does not offer dedicated training courses. Instead, it relies on a self-service strategy, providing a demo, getting started tips, and videos. A user manual with illustrated feature descriptions and occasional integrated video tutorials rounds out the offering. However, the clarity of these information resources is limited, which may reduce motivation to use them. Personal in-app support is available around the clock for a fee. For companies with 20 or more employees, a Q&A service is included, but it is limited to open questions and is not geared toward training.

Conclusion:
Poool offers personalized and structured onboarding, where customers are always supported and have direct access to support. In contrast, Moco leaves the training up to its customers and is primarily available for questions.