Three Datamolino workflow ideas from 2023
The June 2023 update described collecting documents as they arrived, inviting colleagues and clients to upload directly, and reusing supplier coding settings. It also showed how invoice sign-off could sit between collection and export. These were practical ways to organise work across a business and its bookkeeper.
Collect documents as they arrive
The update was published on 3 June 2023, as Datamolino described its experience of hybrid and remote work. Its first suggestion was to stop keeping invoices for a month-end batch.
The options described were web uploads for digital or scanned invoices, mobile photographs of receipts, and forwarding supplier emails to a Datamolino folder. Sending a receipt while it was still at hand reduced the risk of leaving the bookkeeper to look for it later.
Let the people with the documents upload them
The second suggestion removed a handoff. Instead of putting files on a shared drive for someone else to upload, colleagues or clients could be invited to the relevant Datamolino folder.
The article also described having a manager sign off invoices in that folder before they were exported to the accounting software. Document collection, approval and accounting preparation had different owners, even when those people worked in the same system.
Reuse the coding already chosen
The third idea concerned recurring suppliers. The update described saving ledger and tax-code settings for later invoices and enabling automatic export for selected suppliers. Those coding settings were saved decisions, not predictions about how an invoice should be treated.
For a setup today, start with the invoice automation guide. If a manager or client needs to approve invoices, use the approval workflow guide to choose the stages and responsibilities.
