Datamolino with FreeAgent: invoice capture and export workflow
FreeAgent already has Smart Capture for receipt information and transaction matching. Datamolino adds a separate place to collect supplier files, prepare detailed invoice lines and apply saved coding before export. It is useful when that preparation solves work left in your current process, especially across repeated suppliers or several clients.
Can FreeAgent read a receipt without Datamolino?
Yes. Smart Capture extracts the date and amount and can match a receipt to a bank transaction. When creating a bill or expense, it can also suggest a cost category and contact.
Start with the FreeAgent process you already have
FreeAgent’s Smart Capture guide describes extraction and matching to a Money out bank transaction. Its bill guide also lets you create a bill from a captured file and complete the remaining details. The claim that FreeAgent makes you type every field is out of date.
Use those routes as the baseline. If they handle the documents and review work you need, a separate tool may be unnecessary. Test Datamolino where detailed supplier invoices, repeated coding or client organisation create additional work.
Choose how much detail reaches FreeAgent
| Export format | Result | Typical reason to choose it |
|---|---|---|
| Invoice Total | One accounting line for the document. | A bill needs one account and one tax treatment. |
| Tax Summary | A separate line for each captured tax rate. | The invoice has mixed tax rates, but individual product detail is unnecessary. |
| Line Items | Individual descriptions and amounts with their coding. | Different purchases need separate accounts or tax treatment. |
FreeAgent line export uses its supported fields, including a unit field. It is not a copy of Xero tracking categories. Datamolino’s export-format guide gives the differences and plan requirements.
Connect one folder to the right company
- Create a Datamolino folder for the client or document stream.
- Choose Connect to FreeAgent. Use the Accountant/Practice connection when accessing clients through the Practice Dashboard; otherwise use the company connection.
- Select the intended company and complete the authorisation.
- Import a few representative invoices through web upload, the folder email address or mobile receipt capture.
- Pair the supplier, choose the account and check the tax code before export.
Practices can also create and connect folders for several FreeAgent clients in one flow. Multiple folders can connect to the same company when separate document streams are useful. The FreeAgent setup guide explains the connection types.
Test a bill with two different costs
For example, a contractor sends an invoice for repair labour and replacement parts. If those costs need different accounts, use line export and code them separately. Compare both lines with the original invoice before exporting.
Open the resulting FreeAgent transaction from the Datamolino status link. Confirm the company, contact, date, two account choices, tax treatment and attachment. This is more useful than checking only that the export button reported success.
The original article quoted a customer: “I have tried various other receipt capturing softwares but Datamolino is by far the best. Line items are captured perfectly, processing time is lightning.” This was published on the FreeAgent integration page. It is one customer’s experience; use your own document trial to judge the result.
Save repetition after the first result is right
Datamolino saves supplier choices for later documents. Check the next bill before enabling automatic export. A supplier may add a new type of charge or change its tax treatment, so saved coding still needs an exception process.
For allocation rather than extraction, FreeAgent supports recurring supplier Bill Split rules. It does not use the one-off Bill Split button available on Xero and QuickBooks. The Bill Split guide shows the FreeAgent route.
Treat bank conversion and filing as separate jobs
If a client has only a bank-statement PDF, Datamolino can extract the transactions for the connected FreeAgent bank account. That is separate from supplier invoice capture. The statement-import guide explains the review and import route.
For Making Tax Digital, FreeAgent’s filing capabilities and the taxpayer’s obligations must be checked separately from capture. The MTD recordkeeping guide sets out who prepares, reviews and submits.
Once the first client’s exports are correct, record the connection type, export format, supplier rules and exception owner before repeating the setup across the practice.
Do Datamolino line items work on every plan?
No. Line-item extraction must be included in the subscription. FreeAgent exports can use Invoice Total, Tax Summary or Line Items, depending on the detail available.
