Route bills and receipts for approval before they reach your accounting software, without paying for a separate tool.
Build approval workflows around the things that actually matter: the supplier, the amount, the account it is coded to. Add value-based stages, decide what approvers can change, and set trusted suppliers to auto-approve. Built for businesses and accounting firms alike, and included in every plan.
Route documents by supplier, amount, currency, ledger account or tax code, with extra conditions for Xero tracking, QuickBooks classes and FreeAgent projects. Combine conditions so a workflow only fires when every rule matches.
Add a stage that only kicks in above a set amount. Bills under your threshold sail through; anything larger picks up the extra sign-off it needs. Set a different threshold for each stage.
Decide what approvers can touch at each stage: lock the document completely, allow edits to selected fields only, or leave it fully open. Approvals double as a review step that keeps your data clean.
Datamolino shows which workflow a document will follow, the rules it matched and every approver in the chain, all before it is submitted. No surprises, no guessing.
Set documents from suppliers you trust to approve automatically, so your team only spends time on the bills that genuinely need a second look.
Set a default workflow as your safety net. Every document is routed and accounted for, even when none of your specific rules match.
Set the conditions that trigger each workflow, the stages it runs through, the approvers, and any value thresholds.
As your team codes a bill or receipt, Datamolino shows which workflow it will follow and who approves it.
The document moves through each stage in order. Approvers review, edit the fields you allow, and sign off.
Once the chain completes, the document is ready to export to Xero, QuickBooks or FreeAgent. Nothing posts before sign-off.
Most approval tools make you bend your process to fit theirs. Datamolino’s workflows adapt to how your finance function already runs.
Match on supplier, total, currency, ledger account and tax code, plus integration-specific fields for Xero, QuickBooks and FreeAgent. Use operators such as greater than, less than and between to get the routing exactly right.
Each stage can carry its own amount threshold. A small purchase might need one approver; a five-figure invoice can require a director’s sign-off on top. The document only stops where it needs to.
Per stage, choose whether the document is locked, partly editable, or fully open. Approvers fix what they are allowed to and nothing else, so approvals reinforce data quality.
Workflows are evaluated in order and the first match wins. Reorder them any time, and rely on a catch-all at the bottom so every document has a home.