Your clients
Send invoices and receipts, explain the purchase and approve it when sign-off is needed.
Invoice automation for
accounting and bookkeeping firms.
Bring client documents, saved coding rules and purchase approvals into one workflow. Your clients supply the paperwork and context. Your practice prepares the books, across every connected client company.
14 days free, no payment details needed.
Your clients supply the context.
Your practice prepares the books.
Collection, bookkeeping and purchase approval are different jobs. Keep the responsibilities clear while the document and its accounting detail stay together.
Your practice
Review the captured detail, apply each client’s saved coding rules and export checked records to their accounts.
One folder for each client company.
Each client works in their own folder, with its own documents, users, coding rules and accounting connection. One Datamolino account can serve clients on Xero, QuickBooks Online and FreeAgent.
Connected to the client’s accounts
Connect each folder to that client’s Xero, QuickBooks Online or FreeAgent organisation. Nothing in one client’s folder affects another.
Documents arrive in the right folder
Every folder has its own email address for forwarded invoices. Clients with a User role can also upload files or photograph receipts in the mobile app.
Approvals set per folder
Switch approvals on only for the clients who sign off purchases. Choose the approvers, the order of stages and whether one or all approvers must sign.
Three roles in every folder
Each person gets a role in each folder they are invited to. A client you invite sees only the folders you invite them to.
- Admin
- Manages the folder: settings, approval workflows and who has access. An Admin can also do everything a User can.
- User
- Works with the documents: imports, reviews, codes, submits for approval and exports. A User cannot change folder settings or invite people.
- Approver-only
- For client contacts who sign off purchases. They see only the documents waiting for their approval and approve or reject them. They do not submit, export or change settings.
A repeatable workflow
for every client.
Set up each client once, then work through the documents with the same clear division of responsibilities.
Collect paperwork in the right client folder.
Give every client company its own document destination. Clients can forward invoices by email, upload files or photograph receipts in the mobile app. Keep the original paperwork alongside the captured data.
Explore document collectionReview the detail your team needs.
Check captured invoice lines and totals before preparing the books. Keep each client’s documents, users and accounting connection separate, whether they use Xero, QuickBooks Online or FreeAgent.
Explore invoice captureReuse that client’s saved accounting decisions.
Apply saved supplier coding, description matches and keyword rules. Review exceptions, code detailed invoices in bulk and allocate shared costs before export. Rules follow your saved decisions.
Explore saved coding rulesLet the client approve the purchase.
Use approval stages for the clients who need purchase sign-off. Choose who approves, in which order, and whether one or all approvers must sign at each stage. Your team can continue preparing the coding.
Explore invoice approvalsSend checked records to the client’s accounts.
Export the prepared invoice and its source document to the correct connected accounting company. Purchase approval confirms the purchase; your practice still checks the accounting detail.
Explore accounting integrations
Keep client sign-off separate
from bookkeeping review.
A purchase can be approved while your team finishes its coding. Make clear who answers the commercial question and who checks the accounting.
The client confirms the purchase
Approvers sign off the invoice on the web or in the mobile app, following the stages you configured.
Your practice checks the books
Your team reviews the supplier, account coding, tax treatment and allocation before export.
One subscription
for all your clients.
Practice plans are priced on the documents and bank statement pages you process across all clients, not per client. Every plan includes unlimited client companies and users, and invoice approvals at no extra charge.
Practice plans
- LAUNCH£39 monthly minimum
- Each bill or receipt
- £0.26
- Each bank statement page
- £0.60
- SCALE£135 monthly minimum
- Each bill or receipt
- £0.20
- Each bank statement page
- £0.55
Used in the example
- EXPAND£500 monthly minimum
- Each bill or receipt
- £0.16
- Each bank statement page
- £0.45
Standard extraction (invoice totals without line items), in GBP, excluding VAT. Each plan’s monthly minimum becomes processing credit for that month. Line-item extraction and other currencies have their own rates.
Illustrative example
A month for a practice with 20 client companies: 25 bills and receipts from each client and 100 bank statement pages in total, on the SCALE plan.
| Bills and receipts500 (20 clients × 25) × £0.20 | £100.00 |
|---|---|
| Bank statement pages100 × £0.55 | £55.00 |
| Processing£100.00 + £55.00 | £155.00 |
| SCALE monthly minimumIncludes £135 of processing credit | £135.00 |
| Processing above the credit£155.00 less £135.00 credit | £20.00 |
| Monthly totalExcluding VAT | £155.00 |
| Average per client£155.00 across 20 clients | £7.75 |
At the same volumes, the monthly total would be £190.00 on LAUNCH and £500.00 on EXPAND (its monthly minimum), so SCALE is the best fit.
Illustrative figures at the current practice rates. Your total depends on your own volumes. VAT and optional document-split fees are extra.
Made for the work
behind every client.
See how another practice organises detailed invoice processing, then try the workflow with your own client documents.
Accountancy Matters: 10,000 documents a month
Customer story published 17 June 2024
Accountancy Matters grew its document processing from 60 to around 10,000 documents a month. In the 2024 customer story, Paul Mould estimated an 80% reduction in time spent managing supplier invoices.
The 2024 story describes separate document streams and detailed invoice coding for golf-club clients using Xero.
“Staff love it and clients love it.”
What customers say.
“I moved to Datamolino from Dext (when it was Receipt Bank) around 7 years ago, whilst working in industry, and have never looked back as of today … (albeit, I still have the occasional client on other platforms so I stay curious re: others)”
Dave Sellick
Founder of Sidgrove Accounting
Questions from practices.
How do we move our clients from Dext or another tool?
Create a folder for each client and connect it to their Xero, QuickBooks Online or FreeAgent organisation. Clients then forward documents to the folder’s email address, upload them or use the mobile app. Datamolino saves the coding your team exports for each supplier and reuses it on that supplier’s next invoices.
In a demo we explain what the move involves for your practice, and our support team helps you through it.
Do you charge per client?
No. A practice plan is one subscription for all your client companies, priced on the documents and bank statement pages processed across them. Client companies and users are unlimited.
The account owner can see usage by folder in the billing history and download it as a CSV, with each folder’s counts, rates and amounts and your own Client ID. That helps if you recharge clients.
Who sees which client’s documents?
People see the folders they are invited to, with a role in each: Admin, User or Approver-only. A client you invite sees only their own folders, and an Approver-only user sees only the documents waiting for their approval. Your account Owner and Managers can manage every folder, and only the Owner sees billing.
How do clients approve invoices?
Switch approvals on in the client’s folder and choose who approves, in which order, and whether one or all approvers at a stage must sign. The client approves or rejects each invoice on the web or in the mobile app, and a rejection needs a short reason.
With Keep documents editable on, your team can finish the coding after approval and before export.
See invoice approvalsWhat does the free trial include?
The trial lasts 14 days and covers up to 100 documents, including line-item capture, with no payment details to start. Bank statement trial limits are separate.
Choose the accounting practice account type when you sign up, then create a folder for each client you want to test.
Start free trial
Customer support
from real people.
A question about a document or your setup? Lubka and the Datamolino support team will help you work it through.
What customers say about our support
Willem CecchiXero App Store customer
Great initial service by Lubica from Datamolino.
BKLArchie Gilbert, Semi Senior Accountant (MAAT, ACA trainee)
Speedy help 2 days before Christmas which allowed us to meet deadlines for March accounts
Zahra NazamXero App Store customer
such an amazing team, very helpful, very professional
Alan DavidsonXero App Store customer
We must have processed around 20,000 invoices on Datamolino now
Robbert SwindenXero App Store customer
in less than a day he'd sorted the issue out and updated me via email, awesome!
Matt HodgesXero App Store customer
Michaela was able to quickly resolve my invoice upload query via the chat function.
Accountancy Matters LimitedPaul Mould, Director
we now have around 5,000 documents per month running through the system and we couldn't do what we do without it!
Lewis TaylorXero App Store customer
Staff were very helpful with an email forwarding question.
Liu JingkangXero App Store customer
Very fast and useful feedback by the customer service!
Sam TedderXero App Store customer
Excellent service came back to me straight with the information I needed.
Lucy BaytonXero App Store customer
The support helpdesk was very quick, efficient and helpful in resolving our issue.
MacalvinsVasanti Maru, Practice Director / Practice Manager
Response time was excellent i was sent step by step instructions on how to resolve my issue and once done a further email to make sure i was sorted.
Blair Fielding-SmithXero App Store customer
the staff are so friendly and always are willing to help
Rosemary AlcuriXero App Store customer
Anytime there is an issue, a response is received within 5 minutes and sorted out easily.
Sean MasseyXero App Store customer
Not only does the software greatly improve efficiency and speed of data-entry
Bob GradonCound & Co, Owner / Managing Partner
Exceptional customer support from Lucia and Lubica
AccountingPreneurAmal Simothy, Director, FCCA
What really stands out for us is a very good customer service and dedicated support account manager services for any queries we have had so far.
MichaelGetApp customer
Datamolino is absolutely amazing and saves us hours of manual input time every single week in our business.
TessaGetApp customer
Very easy to import documents via a variety of methods and the customer support is excellent.
Verified reviewerGetApp customer
Even when it's not worked as expected the response from customer service has been awesome and we've worked together to resolve issue.
Verified reviewerGetApp customer
The support team is super responsive and happy to answer any question no matter how obvious or complex
Verified reviewerGetApp customer
The customer service team have helped me on a number of occasions and have gone way above my expectations.
Verified reviewerGetApp customer
They are very quick to answer chats, sort out problems
Verified reviewerGetApp customer
The support staff are amazing, their passion to resolve any issues and ensure that customer is happy is key.
Suhita LightwellXero App Store customer
Datamolino is a good time saver for data entry and the Datamolino team has great customer service for troubleshooting any issues that come up
Richard MonjackXero App Store customer
Issue was quickly sorted and 10 out of 10 for customer service
Josh WhittingtonXero App Store customer
Great support team - very quick to respond and very friendly
Darren JonesXero App Store customer
You feel like a real valued client rather than someone to bill each month.
Nilesh UpadhyayXero App Store customer
Support is very fantastic and solution oriented !!
Howard SherbourneXero App Store customer
it integrates really well with Xero and so easy to use.
xSource | Cornelia C. .Xero App Store customer
The support team was fast and efficient, our issues have been resolved very quickly.
Accounts FarnhamXero App Store customer
This was an extremely professional experience Lucia was very helpful and resolved my problem
Matthew RussellXero App Store customer
Very easy to use, Datamolino takes the hassle of having to enter all your invoices onto Xero manually.
Darren BrownXero App Store customer
Alex even made and shared a video to show me what I needed.
Jon JohnsonXero App Store customer
great product and efficient help when you need it.
Shaumiya KirubanathanXero App Store customer
Michal went above and beyond to help me with my query.
David HavelinXero App Store customer
It's such a convenience to be able to capture receipts on the road with a simple photo and then forget about them.
Carl PalinXero App Store customer
I have tried other software out for processing invoices for clients and DM is by far the best.
Mish FramptonXero App Store customer
Save yourself, money, time and errors by using this software!!!
Stephanie MangrichXero App Store customer
Michal and Alex were very helpful and have great follow up procedures to make sure we're getting the assistance we need.
Tessa WestXero App Store customer
Just started using Datamolino and so far I think it is excellent.
Ela MillerXero App Store customer
Their friendly, knowledgeable and patient approach allow us to resolve the issue and there was no question too silly to be asked.
Xero 01 AccountsXero App Store customer
It's a pleasant experience to use Datamolino.
Janelle WallaceXero App Store customer
what a great product to use & the support is fantastic :)
Miguel CalabreseXero App Store customer
Great software and even better help from the back office team!
Andy HawkinsPropel by Deloitte, Financial Controller (Ascendant); earlier Propel by Deloitte
The support team are the best around, always get a fast reply with good results whenever I've contacted them!
Try the workflow
with one client first.
Start with real invoices, agree who supplies context and who approves, and see how the prepared records reach your client’s accounting software.
14 days free, no payment details needed.
