Bookkeeping automation blog

An accountant arranges dates along a paper calendar.

9 September 20264 min read

Ireland and EU e-invoicing: deadlines and affected businesses

Check when businesses must issue or receive e-invoices in Ireland, Belgium, Poland, Germany and France, with official sources and a client checklist.

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Human hands check a document between capture steps.

28 September 20266 min read

Invoice capture with ChatGPT or Claude: when DIY AI is enough

When a general AI assistant is enough for invoice capture, and why deterministic checks, reviewer fatigue and upkeep matter once colleagues rely on it.

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Document capture and accounting workflows

22 September 20267 min read

AutoEntry vs Hubdoc vs Dext: which invoice workflow fits?

Compare AutoEntry, Hubdoc, Dext and Datamolino on invoice lines, saved coding, PDF splitting, approvals and accounting exports.

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An accountant checks paperwork before a deadline.

9 June 20264 min read

UK VAT penalties: deadlines, errors and recordkeeping in 2026

Understand late VAT return and payment penalties, then separate the bookkeeping checks software can support from your filing and tax responsibilities.

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A balance weighs paperwork against time.

9 June 20264 min read

How to estimate the cost of manual invoice data entry

Measure invoice handling, correction and review time. Use a worked example to compare the cost of your current process with automation.

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Different document formats arrive at one bookkeeping desk.

4 June 20264 min read

How accounting firms can manage e-invoices, PDFs and receipts together

Map collection, original records, coding and approval for structured invoices alongside PDFs and receipts.

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An accountant operates a simple paper-sorting mechanism.

21 May 20265 min read

11 bookkeeping tasks you can automate with Datamolino

See where invoice collection, line capture, saved coding and optional approvals reduce repeated work, and what the reviewer still decides.

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Bookkeepers examine business reports and changing trends.

18 May 20263 min read

Xero’s March 2026 data: questions to take to your clients

Use Xero’s March-quarter UK figures to structure a client conversation about payment delays, margins and bills that have not reached the accounts.

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Organised documents move from a filing drawer into a ledger.

8 May 20265 min read

Making Tax Digital for Income Tax in 2027: where invoice capture fits

MTD for Income Tax extends to qualifying income over £30,000 on 6 April 2027. See where invoice capture fits and which checks stay with the person filing.

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A bank statement becomes organised transaction rows.

4 May 20264 min read

Convert PDF bank statements to CSV or Excel with Datamolino

Upload a complete statement PDF, check captured rows and validation warnings, then export the transactions for your accounting software.

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A bookkeeper finishes a tidy batch of paperwork.

28 April 20264 min read

Invoice data entry for bookkeepers: set up the client workflow

Assign intake, coding, exception review and client approval responsibilities before rolling invoice automation out across a bookkeeping practice.

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An envelope guides invoices into an organised tray.

28 April 20266 min read

Emailing invoices into Datamolino: addresses, suppliers and checks

Emailing invoices into Datamolino: copy the right folder address, send suppliers a request template, approve new senders and trace a missing invoice.

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A tool roll holds five tools for detailed bookkeeping.

28 April 20264 min read

Datamolino invoice tools: five workflows to test

Evaluate Datamolino with a mixed PDF batch, changing line descriptions, a detailed invoice and an allocation. Check the work left for your team.

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A saved stamp repeats the same choice across invoice lines.

28 April 20264 min read

How to automate recurring supplier invoice coding

Reuse supplier defaults, exact line descriptions and keyword rules, then test changed purchases before repeating the coding.

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28 April 20264 min read

Datamolino with FreeAgent: invoice capture and export workflow

Compare FreeAgent’s own Smart Capture with Datamolino’s invoice preparation, then connect a folder and test the detail that reaches your FreeAgent bills.

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A bookkeeper examines what a capture tool actually delivers.

17 March 20264 min read

Xero Smart Document Capture and Datamolino: compare the full workflow

Xero now captures invoice lines. Compare document intake, coding rules, review and approvals to decide whether a separate preparation tool is useful.

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Four document tools are examined side by side.

14 February 20269 min read

Dext, AutoEntry, Hubdoc and Datamolino: pricing and features in 2026

Compare UK prices, document allowances, line-item charges and bank-statement costs, with worked examples for businesses and accounting firms.

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Datamolino and Accountancy Matters logos with the original customer-story illustration

17 June 20246 min read

How Accountancy Matters handled 10,000 documents a month for UK golf clubs

In this 2024 customer story, Accountancy Matters described an 80% reduction in supplier-invoice management time and more than 10,000 documents a month.

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A business owner hands over a prepared invoice.

21 November 20234 min read

When Datamolino fits your invoice-processing workflow

Use real supplier documents to test Datamolino's line items, saved coding, PDF splitting and approvals against the work your team needs to do.

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Hands build a bridge from carefully fitted paper shapes.

3 June 20232 min read

Three Datamolino workflow ideas from 2023

A dated look at document collection, direct client uploads and saved supplier coding in Datamolino's June 2023 update.

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16 December 20224 min read

Datamolino capture API: returned data, review and integration checks

Understand the capture API boundary, agree when human review is needed and test returned invoice data before connecting it to your own application.

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Hands separate a scanned batch into individual documents.

21 January 20221 min read

Datamolino's five-feature overview from 2022

What Datamolino's January 2022 overview covered: PDF splitting, separate workflows, invoice detail, early approvals and bookkeeping helpers.

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A batch of paper is divided into separate packets.

20 January 20223 min read

Split a PDF batch into separate invoices with Datamolino

Choose Auto for a multi-invoice PDF, keep one invoice with its supporting pages together, and check the result before export.

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One colleague presents an invoice for another to approve.

17 January 20224 min read

Set up an invoice approval workflow in Datamolino

Choose the approvers, stage rules and editing permissions for a supplier invoice, then test approval, rejection and export before applying the workflow.

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A hand checks an invoice-processing list.

9 January 20213 min read

Prepare invoices and receipts for data capture

Keep source pages complete and legible, choose the correct upload route and splitting mode, and give support enough detail to resolve a problem.

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An invoice is assigned to its project folder.

26 March 20183 min read

Use Datamolino bill lines with Xero Projects

Capture and code supplier-bill lines in Datamolino, assign project expenses in Xero, then check which costs you will charge to the customer.

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A bookkeeper organises several client folders.

4 October 20171 min read

Datamolino's Xero HQ integration in 2017

The 2017 launch connected client-document status notifications to a practice's Xero HQ activity feed.

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An invoice moves between connected review folders.

13 February 20174 min read

Datamolino and ApprovalMax through Xero: set up the bill handoff

Use the right Xero bill status for ApprovalMax, assign responsibility for coding and test approval and rejection before relying on the combined workflow.

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