11 bookkeeping tasks you can automate with Datamolino

1. Route supplier emails to the right folder

Each folder has an email address, and Purchases and Sales have dedicated addresses. A supplier can send there directly or copy the address into an invoice email. A person must approve unfamiliar senders held in Stopped Emails before documents are created. See the email setup guide.

To estimate the work this replaces, measure your own handling time. At an assumed 30 seconds per invoice, 500 invoices a month take 12.5 hours over three months. That is a calculation from stated inputs, not a typical saving.

2. Separate invoices inside a PDF batch

Auto splitting separates multiple invoices in one PDF. It supports a batch containing invoices of different lengths, rather than assuming every page is another bill. Keep each invoice's pages together in the scan and inspect the resulting documents. A single invoice followed by supporting pages should use the single-document mode. Follow the splitting instructions.

3. Capture the individual invoice lines

On a plan with line-item extraction, Datamolino reads descriptions, quantities where shown and amounts. Your account and tax codes are separate accounting fields. Choose Line Items to see and export the rows. A maintenance invoice might need materials and labour coded separately; a simple subscription might only need its total.

4. Reuse a supplier's default coding

A recurring supplier may usually belong to the same ledger account and tax treatment. Save appropriate supplier defaults so each new invoice starts with that coding. Check exceptions when the supplier sells something different, the client's treatment changes or a new accounting period requires a different allocation.

5. Repeat coding for matching descriptions

When you code and export a line, Datamolino remembers that decision against the full description for that supplier. If the next invoice contains the exact same description, it can reuse the last exported coding. A changed date or reference makes the description different. A keyword rule can match the stable words instead. The Help Centre explains both mechanisms.

6. Allocate a bill with fixed amounts and percentages

Bill Split creates accounting lines from rules you specify. Fixed amounts are deducted first; percentage allocations then apply to the remainder. Unallocated value becomes a remainder line. For Xero and QuickBooks, apply a split once, save it for reuse in the folder or make it automatic for a supplier. FreeAgent supports the recurring supplier path.

Use this when you want an allocation rather than the supplier's original line breakdown. Bill Split replaces captured lines, so it does not run alongside that supplier's keyword line automation. See the Bill Split instructions.

7. Compare coded line totals with the invoice

The line editor compares the captured invoice summary with the sum of the coded lines. With checksum validation enabled, a mismatch blocks export. Check for a missing line, a wrong amount or a tax-code problem. A matching sum is an arithmetic check, not proof that the selected account is correct. The line editor guide covers the check and its settings.

8. Code a group of lines together

Open Fullscreen, select several lines and use Bulk edit items to apply common coding in one action. This helps when an invoice contains many charges with the same treatment. You can save suitable coding as a keyword rule for later documents. Review the selected rows before applying a change to the group.

9. Route a purchase decision through an approval workflow

Where a client or manager needs to authorise a bill, add an approval workflow. Keep the purchase decision distinct from the bookkeeper's coding review. Decide who confirms the purchase, who maintains the accounting fields and what happens if a bill is rejected. Teams that do not need approval can use invoice capture and automation on their own.

10. Send the accounting record with its source document

After review, export to the connected accounting software. Check the destination record during setup: supplier, document number, date, accounts, tax and required line detail. Choose a total, tax summary or individual lines for the job. The integration guides explain the supported paths for Xero, QuickBooks Online and FreeAgent.

11. Convert PDF bank statements when you need transaction files

Use the separate Bank statements area for missing feed periods or historical statements. Datamolino captures transaction rows for CSV or XLS export. Review warnings, dates and totals before export. Export directly to the matching bank account in Xero or FreeAgent; for QuickBooks Online, download a CSV and import it. Start with the bank conversion guide.

Choose a process your team can maintain

For a practice, assign someone to own coding rules for the first client. Record which supplier cases should use totals, detailed lines or an allocation. Test a changed description and an invoice that does not balance. Expand to another client after the team can explain the result and resolve an exception. The practice rollout guide sets out those responsibilities.

Where should we start?

Use one recurring supplier and one difficult invoice. Check the captured result, save the coding you want repeated, then test the next invoice and an exception.