How accounting firms can manage e-invoices, PDFs and receipts together
Give each incoming document a clear route into the books, whether it arrives as structured invoice data, a supplier PDF or a receipt photo. Decide who checks the source, who handles coding and when the client must approve the purchase. The file format changes how data arrives; it does not remove those responsibilities.
What has the UK government confirmed?
The government has announced mandatory e-invoicing for all VAT invoices from 2029 and Peppol as the core interoperability network. Its implementation roadmap is due at Budget 2026. Check the final timetable and technical scope as they are published.
Use the confirmed UK direction in client conversations
The government’s consultation response states the 2029 mandate and the planned Budget 2026 roadmap. Its 2026 tax update identifies Peppol as the core interoperability network. These are the sources to use instead of assuming that every implementation detail is settled.
For clients with Irish or EU entities, the relevant date may be earlier. The country calendar separates sending and receiving duties. Assign obligations to the legal entity and transaction, not to the accounting practice as a whole.
Start with a month of actual documents
Choose one client and count the sources of last month’s purchases. Use categories that lead to a decision: structured invoice, emailed PDF, scan, receipt photo and missing source. Record who received each type and where it ended up.
This shows what must change. A supplier already exchanging structured invoices needs a compatible receiving route. A manager photographing a receipt needs a reliable upload route. A missing invoice needs a request to the supplier; recognition software cannot extract a document that never arrived.
| Incoming item | Data preparation | Human check |
|---|---|---|
| Structured supplier invoice | Receive it through the supported network and software route; retain the structured record. | Confirm supplier, transaction, duplicate status and accounting treatment. |
| Supplier PDF or scan | Capture the fields and, where needed, the invoice lines. | Check completeness, amounts and coding exceptions. |
| Receipt photo | Upload a readable image to the correct client. | Confirm business purpose, purchase details and any missing evidence. |
| PDF copy of an e-invoice | Identify it as another representation of the same purchase. | Prevent a second accounting entry. |
Separate the client decision from bookkeeping
The client knows whether goods arrived or a service was agreed. The bookkeeper knows which account and tax code to use. Write those responsibilities into the process before adding automated routing.
For example, a facilities manager can confirm a repair invoice. The practice then assigns the accounting codes and checks the totals. If the manager disputes the work, send the invoice back for a correction rather than leaving it in an inbox with an unexplained status.
Datamolino’s approval workflows can put the decision before accounting export. A practice that finishes coding after sign-off can enable Keep documents editable, so its team can continue editing after approval, and leave automatic export off until the final review.
Ask software providers about the complete route
- Which countries, document types and send or receive flows are supported now?
- Where is the original structured invoice retained, and how does a reviewer open it?
- What happens to an invoice that fails validation or has no supplier match?
- How are PDF copies recognised without creating another bill?
- Which fields reach the accounting system, and who can correct them?
- What event starts approval, and what event permits export?
A claim of “Peppol ready” does not answer all six questions. Confirm the supported country and direction of exchange before building a client process around it.
What to use Datamolino for
For supported PDFs, scans and receipt photos, Datamolino collects documents, captures invoice data and prepares it for Xero, QuickBooks Online or FreeAgent. Saved supplier choices and supported line rules reduce repeated coding; the reviewer handles exceptions. The capture guide states the available fields and line-item plan requirements.
Begin with one client and a small batch containing a routine bill, a detailed invoice and a poor-quality source. Follow each through collection and review to the accounting entry. Add structured-invoice routes only after their country-specific support has been confirmed.
Should we stop collecting PDFs and receipts?
No. Review the document types your clients actually receive and keep a supported route for each. Mandates have defined transaction scopes, so a single changeover assumption is not enough.
