What's new in Datamolino

Approvals lists can now be searched by invoice number and issue date range, and approvals can be reset in bulk from Awaiting approval, which saves time on large queues. Invoice approvals →

Back buttons now return you to the exact list you opened a document or approval from, with the same tab, filters, search and page.

Bank statements now have their own Exported tab, so finished statements are one click away instead of buried in All files. Bank statement conversion →

You can now upload HEIC and other phone photo formats, and files up to 50 MB, so more of what clients send becomes a usable document. Collecting documents →

After importing files, Go to documents opens the list and shows a processing line above the tabs, so you can see progress without leaving. Capture →

Xero exports now flag a line with zero quantity but an amount before sending, so you can correct it instead of Xero rejecting the invoice. Xero integration →

Fields that a workflow stage lets approvers edit are now also editable in the Invoice Total view, so approvers can correct amounts without switching views. Invoice approvals →

Dashboard search and document tab counts now load much faster, so busy accounts can search and move between tabs without waiting.

The folder switcher now starts with a Dashboard link and ends with Add folder, so moving between folders and creating one takes fewer clicks.

The app has a refreshed look, with teal accents and a new top bar, giving tables and pages a more consistent feel.

Exports to Xero and QuickBooks Online now handle penny rounding automatically: Datamolino adds a rounding line when needed and matches line VAT to the invoice total, Amazon invoices included. Rounding guide →

Sign-up is simpler: a three-step trial wizard ends in your first folder, with a guided empty folder, and the currency is set from your country.

Approvers who are away can now have a substitute. Approvals are redirected to the substitute, and anyone who is on two consecutive stages signs once instead of twice. Invoice approvals →

Approvers can now add an extra approver to the current stage, even one with a single approver, so getting a second opinion needs no workflow change. Invoice approvals →

Automatic PDF splitting is now much faster, so multi-page bundles become separate documents in moments, and the manual splitter has clearer colours and an undo that restores the original. PDF splitting →

More bank statements now convert first time, including statements with unusual account name details, so fewer need a retry. Bank statement conversion →

When your Xero user cannot change a contact's bank details, Datamolino now explains why and still exports the document, so the invoice reaches Xero. Xero integration →

Approvers waiting on a document can now be reminded with one click from the approvals list. Choose who to notify and add a note, so stalled approvals move without chasing by email. Approval notifications →

Approval stages can now require every approver to sign, not just one. Each document shows who has signed and who is still needed, and admins can replace an approver mid-stage. Approval stages →

Approver-only users now land straight on their approvals queue and see only the Approvals menu, so reviewing invoices is quicker and simpler. Invoice approvals →

The document repair dialog now offers a self-service splitting tool or Split it for me, so a bundled PDF becomes separate invoices in a couple of clicks. Splitting guide →

The stored files list now fits phone screens, with filters stacked in full-width rows so File name, Contact and dates are easy to read and use.

Signing in to the mobile app is smoother: email login returns you to the app, Xero and QuickBooks sign-in works on Android, and you can stay signed in on several devices. Mobile app →

Auto-approve is now called Trusted contacts and works inside approval workflows: auto-approved documents are labelled in the approval record and can be exported to your accounting system straight away. Invoice approvals →

A new Keep documents editable option lets Admin and User roles keep editing documents during and after approval, while approver-only users can edit only while approval is in progress. Invoice approvals →

Approval workflow conditions on suppliers and customers in connected folders now match the contact record in your accounting system rather than its name, so documents reach the right approvers. Invoice approvals →

Xero folders can attach an approval audit trail PDF to each exported invoice as proof of approval, and admins can regenerate it from the document. Approval audit trail →

Admins can now reset approval on several documents at once from the Exceptions queue, a quick way out when a workflow no longer matches or a stage has no approver. Invoice approvals →

QuickBooks Online exports now support Credit Card Credit, so credit notes charged to a credit card can be posted to the right card account. QuickBooks integration →

Through the API, approvers can now read and add comments on documents that are awaiting their approval, matching what they can already do in the web app. API documentation →

A new Discover page gathers tips, help articles, videos and the latest release note in one place, so you can find features worth using.

Approval workflows route invoices to the right approvers by supplier, amount or account, in one or more stages, with self-approval control and optional export straight after final approval. Invoice approvals →

Inviting colleagues is easier: add one row per person with an Admin or User role, and invited people see a welcome screen listing their folders and roles. Invite users video →

Emails from Datamolino, including invitations, confirmations and password resets, have a cleaner design and plain-text versions, so they are easier to read and trust.

A new folder setting, Mark as exported on file export, lets you choose whether documents are marked as exported when you use Export to File, instead of one default for every folder. Export →

Split documents now link back to their parent PDF, with a tree view showing page counts and sources, and split and undo split events have their own icons. Splitting guide →

You can now split a multi-page PDF manually by marking the first page of each document, with end pages filled in automatically. Splitting guide →

Each folder now has separate sales and purchases email addresses, so invoices emailed to them are filed as sales or purchase invoices automatically. Collect invoices →

Each line item now shows a tax rate percentage worked out from its net and tax amounts, so unusual rates stand out as you check a document.

A folder with no line item rules can now copy the rules from another folder in the same organisation, saving you from rebuilding them one by one.

A one-off bill split can now be turned into a saved rule that applies to that contact's future invoices automatically. How to split a bill →

QuickBooks Online bill exports can now use Item detail: pick a product or service per line, with quantity and unit price sent, set per folder or contact. QuickBooks integration →

A new webhook event, Document exported, tells your systems when a document has been successfully exported to a cloud accounting system. API documentation →

The Add adjustment line button is now available in the full-screen line items view, so you can balance a document without leaving it.

The CSV line items export now includes the company ID and the tax date for each row, so more of the invoice details reach your spreadsheet. Export line items →

Bulk edit now includes a Customer field for Xero purchase invoices, so you can set the customer on many documents at once. Xero integration →

Submitting documents for approval now runs in the background, shows a Submitting status, and bulk submissions queue the eligible documents and tell you which were skipped. Invoice approvals →

Line item coding rules can now be combined: several matching rules each contribute their own fields, so one rule no longer has to set everything for a line. Invoice coding →

Line item rules can now require all or any of their conditions, and the rule tester shows which rules matched, so you can check a rule before relying on it.

Required fields are now highlighted on the document page, so you can see what still needs filling in before you export.

Searching within a folder now has a status filter and shows your active filters as labels you can remove one at a time, so finding the right documents takes fewer steps.

You can now download many files at once from the file list. Datamolino prepares them and emails you a download link, up to 300 files at a time.

A new Auto-export after approval folder setting sends invoices to your accounting system as soon as they are approved, completing a fully automated flow. Automatic export guide →

You can add notes to a supplier or customer and see them on the document page while you check invoices, so important instructions are not missed. Supplier notes and original emails guide →

Bill Split is easier to use: pick a saved split rule from a dropdown, preview the resulting line items, or use Quick Split to separate a shipping or service charge in one step. Bill Split guide →

In Files you can now move to the next or previous file from the file detail page, and going back returns you to your filtered list.

Each file in Files now has an audit trail showing who uploaded, changed, archived, downloaded or deleted it, and when.

A new Auto-submit for approval setting sends documents to approval as soon as they are ready, so approvers receive invoices without anyone submitting them by hand. Approval workflow →

You can now switch on Auto-approve for trusted suppliers or customers so their ready documents are approved automatically, and filter your contact list by Auto-approve and Auto-export. Approval workflow →

The purchase history dashboard has a new switch to include archived documents, so your spend totals can cover everything you have processed.

New accounts can now choose between headers and totals or full line items during sign-up, so the trial starts set up the way you work.

The document page now shows the email subject and original file name beside the invoice, so you can see where each document came from while you check it. Supplier notes and original emails guide →

When you create a new QuickBooks Online supplier or customer from an invoice, you can now add a state or region to the address and it is sent to QuickBooks. QuickBooks Online integration →

A new Manage Users button in the folder settings menu opens the user list directly, so adding or removing people for a client folder takes fewer clicks. Invite users video →

The API now returns a clear error message when documents are sent in the wrong format, so integration problems are quicker to diagnose. API documentation →

You can now mark invoices as paid, or reset them to unpaid, in bulk straight from the approvals lists, so tracking payments no longer means opening each invoice. Invoice approvals →

Switching an invoice between invoice total, line items and tax summary now recalculates tax straight away, so the amounts you export match the view you chose.