When Datamolino fits your invoice-processing workflow

Start with the work your team repeats

A receipt with one amount and a supplier invoice with 80 lines create different bookkeeping work. A practice serving several clients also has different handoffs from a business owner processing their own bills. Write down where your team spends time after the document arrives, then test those tasks.

For example, a builder's merchant invoice may contain materials for several jobs. Capturing the total is only the first step. Someone still needs to check the lines, choose accounts and decide which costs belong to which job.

Keep the detail you need from the invoice

Datamolino captures individual invoice lines on subscriptions that include line items. You can review descriptions, quantities, amounts and coding before export. The fullscreen editor lets you work with several lines together. The line-item editing guide explains the controls.

Use a supplier document that mixes the costs your team normally separates. Check the exported bill, including the line detail, rather than stopping when the capture screen looks correct.

Repeat the coding decisions you have already made

When the same supplier sends the same full line description again, Datamolino can reuse the coding saved from the last exported matching line. If dates or reference numbers change within the description, a keyword rule can match the part that stays the same. These are deterministic saved rules.

Test both situations with repeat invoices. A description rule should match the description you selected; a keyword rule should match the words you specified. See how line-item coding is reused.

Create allocation lines when the invoice does not contain them

A rent or telephone bill may need allocating between departments even when the supplier provides one total. Bill Split creates lines from fixed amounts, percentages or both. You can apply a split once, save it for reuse or configure a recurring supplier split where supported.

This replaces the captured lines. Use it for an allocation pattern; use line-item coding when each supplier line needs its own treatment. The Bill Split guide explains the integration-specific options and how the remainder is handled.

Separate invoices inside a batch PDF

Automatic PDF splitting addresses a different job. It separates documents within one PDF, including an ordered scan containing invoices of different lengths. It does not turn the products on one invoice into separate bills.

Try a batch that contains a two-page invoice followed by a one-page receipt. Check that each transaction has the correct pages attached. The automatic splitting guide also explains how to keep a PDF together.

Separate document collection and responsibility

A practice may need clients to submit documents while its staff handle bookkeeping. A business with several sites may need documents sent to different folders. Datamolino's folder addresses and user access let you organise those handoffs.

Choose the structure around who needs to send, see and prepare each document. Start with the folder email guide, and confirm the permissions in your proposed setup before inviting the whole team.

Get invoices approved before export

If a client or manager must confirm an invoice, Datamolino can include that decision in the same document workflow. Define who should approve and when the bookkeeping team can export. Test the steps with the people who will actually use them.

The approval guide covers this workflow. If you also need purchasing or payment controls, use the ApprovalMax comparison to check the fit of each system.

Check the final ledger result and total cost

Finish the trial in the accounting software. Compare the supplier, dates, invoice number, line coding, tax treatment and source attachment with the original document. Record the corrections and handoffs your team still needs to make.

If your existing accounting software already handles your document mix with little review work, an additional capture tool may not be necessary. If you need more preparation controls, compare the relevant workflows in the comparison guides and use current pricing for your volume and feature requirements.

Is Datamolino always cheaper than another tool?

No. Compare current plans for your document volume, required features, users and companies. A different firm's historical bill does not establish what your setup will cost.