DatamolinoStart free trial
Explore Datamolino

Reuse your last coding decision on the next invoice.

Datamolino reuses the last exported coding for each supplier and exact line description, with invoice approvals included in the subscription. EzzyBills' Xero history-based coding refreshes weekly or on request. Both capture lines and support approvals; the difference is where your next coding decision comes from.

Why choose Datamolino

Use Datamolino for saved line coding, recurring bill allocations and client or manager approval. Enable Keep documents editable and leave automatic export off when authorised finance staff need to finish coding afterwards.

The trade-off with EzzyBills

EzzyBills' Xero history-based coding refreshes weekly or on request, so the latest accounting decisions depend on that refresh. Choose it for Simpro or other job and inventory connections, individual-line approval routing, decisions from email without login, or custom tasks across several systems.

Sources and product details

Supplier-invoice preparation and approval. Datamolino allocation depends on the accounting connection and rule type; post-approval editing needs the workflow setting, editor rights and applicable signature locks. EzzyBills connections and custom tasks require the relevant plan and configuration; some integrations use partners.

Compare features and limits.

Compare EzzyBills and Datamolino for these six jobs.
Your workDatamolinoEzzyBills
Extract and code invoice lines
YesWith line items included
YesLine extraction and coding
Details for Extract and code invoice lines

Datamolino

Capture individual lines and review them in the Line Items view. An exact description from the same supplier can reuse its last exported coding; keyword rules can handle descriptions that change.

Subscription includes line extraction; Line Items view selected. Exact supplier-description matches and configured keyword rules; available coding fields depend on the accounting connection.

EzzyBills

EzzyBills documents line extraction by default, with no separate line-extraction charge. Its Xero coding guide describes supplier settings and description matching against accounting history. Matching requires Guess Account Code to be enabled.

Documented invoice line extraction and Xero account coding. Fields, extraction results and coding rules follow the document and integration.

  • EzzyBills: invoice line extraction
  • EzzyBills: account codes on bills to Xero
Route invoice approvals
YesIncluded; configure document stages
YesWorkflow configuration
Details for Route invoice approvals

Datamolino

Set the people who review an invoice and choose whether one or all assigned people must approve a stage. Approval gates export. These are decisions on the document.

Configured document workflow and stage members. This is invoice sign-off, not payment execution or separate routing for each line.

EzzyBills

EzzyBills documents single-stage and multistage invoice approvals before the invoice reaches the books. Set the approval tasks and recipients for the required process.

Configured EzzyBills invoice workflow. The sources do not establish equivalence with Datamolino's one-or-all stage completion or editing after final approval.

  • EzzyBills: workflows and cost allocation tasks
  • EzzyBills: email approval
Split an invoice PDF batch
YesAutomatic boundaries in ordered scans
YesAuto Separate enabled
Details for Split an invoice PDF batch

Datamolino

SPLIT separates a PDF containing several invoices into individual documents. Keep each invoice's pages together. This separates documents; Bill Split allocates the amount of one bill.

Ordered multidocument scan with SPLIT requested for the upload or enabled for the folder. Not a mixed collection of invoices and supporting attachments.

EzzyBills

EzzyBills UI Help describes Auto Separate detecting multiple invoices and splitting the file accordingly. The broader Document Split Options interface on that page is marked coming soon.

Documented Auto Separate setting. Forthcoming upload controls are not treated as released; difficult mixed-page scans were not tested.

  • EzzyBills: Auto Separate and PDF split help
Apply fixed and recurring allocations
YesAccounting connection and rule type
Not confirmedExact controls; cost-split task exists
Details for Apply fixed and recurring allocations

Datamolino

Bill Split deducts fixed amounts first, then applies percentages to the remainder. Apply Once affects one document. Saved folder rules can be reused manually; a supplier recurring rule applies automatically to future bills. Bill Split replaces captured lines.

One-off and saved folder rules: Xero and QuickBooks. Recurring supplier rules: also FreeAgent. Each generated line needs a description, account and tax code. Bill Split and description-based line automation do not run together on the same bill.

EzzyBills

EzzyBills lists a task that splits a bill across accounts by account code. The saved sources do not establish the same fixed-first calculation, percentages of the remainder or one-off and recurring controls.

EzzyBills documents cost-split tasks. Datamolino Bill Split uses fixed amounts first, then percentages of the remainder.

  • EzzyBills: workflows and cost allocation tasks
Approve from email without login
Not confirmedReview in the mobile app or browser
YesEmail-approval setup
Details for Approve from email without login

Datamolino

Review and approve invoices in Datamolino's mobile app or browser. Configure emails to notify approvers; login-free email decisions are not part of this comparison.

Mobile app and browser approval with configured email notifications.

EzzyBills

EzzyBills documents Approve and Reject buttons in approval emails without an approver login. A separate link opens the review and modification view.

Approval email sent to a manually selected or configured approver. EzzyBills documents Approve and Reject decision buttons in that email.

  • EzzyBills: email approval
Route lines to different approvers
Not confirmedWhole-invoice approval
YesCSV mapping and exceptions
Details for Route lines to different approvers

Datamolino

Datamolino collects approvals for the whole invoice. Discuss individual-line routing separately if different people must approve separate lines.

Datamolino approval operates on the whole document.

EzzyBills

EzzyBills routes individual lines using a CSV file with supplier, tracking, account-code and approver-workflow fields. Supplier-only overrides affect matching. Unmapped lines receive an unknown approver and need review.

Smart Line Approver Routing solution, CSV mapping and named approval workflows with recipient emails. The August 2026 guide supersedes the earlier incomplete line-approval instructions.

  • EzzyBills: advanced line-level approval

Compare the feature, plan, setup and regional scope. Open Details for evidence.

Reuse the last exported coding

Datamolino reuses the last exported coding for an exact description from the same supplier. EzzyBills' Xero route can match descriptions against recent approved invoices in Xero. It excludes drafts and refreshes that history weekly or on request. Approval overrides and supplier settings can take precedence.

Start with
A new line says Plant hire, exactly as it did on the same supplier's previous invoice.
In Datamolino
In Datamolino, code that supplier's first Plant hire line to Equipment rental and export it. Keep the same description on the next invoice.
The result
The next matching line reuses Equipment rental from the last export, provided no higher-priority rule overrides it.

Datamolino reuses the decision you exported for that supplier and description. EzzyBills' Xero history route requires Guess Account Code and a weekly or requested history refresh.

See saved line coding
Sources and product details

Illustrative supplier-description example with line extraction enabled and no overriding keyword rule. The EzzyBills comparison concerns its Xero history-based route, not every integration or custom workflow.

Review and approve from your phone

Review the invoice and approve it in Datamolino's mobile app or browser, with email notifications to prompt the assigned approver. Approvals are included in the subscription. EzzyBills also offers approve and reject buttons directly in email without login.

Start with
A client or manager needs to decide on an invoice while away from their desk.
In Datamolino
In Datamolino, the assigned person reviews the document in the mobile app or browser and records the approval. Configure approval emails if the person should receive notifications.
The result
The decision is recorded in the document workflow. Export remains subject to completion of the required approvals.

Use Datamolino to review the document and record the decision on your phone. Choose EzzyBills if your requirement is a decision directly from email without login.

See invoice approval workflow
Sources and product details

Datamolino uses assigned approvers in the mobile app or browser. The EzzyBills email-decision route requires its email-approval setup. Notification delivery and login-free approval are different capabilities.

Compare whole-invoice and line-level approval

Datamolino's documented stages collect decisions on the invoice. EzzyBills also offers routing for individual lines from a CSV mapping, plus custom task workflows. Its worked setup adds Google Drive export after Xero export.

Start with
One invoice contains costs for two projects. Decide whether one manager approves the whole purchase or each project owner must approve their own lines.
In Datamolino
For a whole-document decision in Datamolino, configure the stage members and choose whether one or all of them must approve.
The result
The whole invoice has its required approvals before export.

If each project needs its own line decision, evaluate EzzyBills' mapping and unmapped-line handling. If the process must also perform tasks in several systems, include its custom workflow setup in the trial.

See approval stage choices
Sources and product details

This compares Datamolino document-stage approval with EzzyBills Smart Line Approver Routing and its connected Xero-to-Google-Drive example. Test the actual mapping and exception handling required by your process.

Allocate a recurring £1,000 bill, then finish the coding

Illustrative Xero workflow: allocate £100 to a fixed service charge, then divide the remaining £900 between two expense accounts in a 60/40 ratio. The example assumes no tax is due.

  1. Preview the three lines

    In Bill Split, add a £100 fixed line and two percentage lines of 60% and 40%. Set each description, account and appropriate tax code. The preview is £100 Service charge, £540 Office costs and £360 Workshop costs. Bill Split replaces the captured lines.

  2. Choose one bill or future bills

    Apply Once changes only this bill and saves no rule. For this recurring supplier, enable Apply to [supplier]'s future invoices automatically and use Save & Apply. Saving a folder rule alone makes it available for manual reuse; it does not turn on supplier recurrence.

  3. Check the next supplier bill

    When the next £1,000 bill arrives from that supplier, the saved recurring rule produces the same £100, £540 and £360 allocation. Review the result. If the total changes, the fixed £100 stays first and the percentages use the new remainder.

  4. Approve, finish coding and export

    Keep automatic export off for this example. With Keep documents editable enabled, the client or manager approves the invoice, then an authorised bookkeeper completes accounting detail before sending it to Xero. Normal editor permissions and collective-signature locks still apply.

The next bill follows the saved allocation. The client approves the purchase, and the bookkeeper completes the accounting detail before export.

Sources and product details

Illustrative Xero example with an authorised editor, configured approval, Keep documents editable enabled and automatic export off. Bill Split replaces captured lines, so supplier keyword coding is not used on the same bill. One-off and folder rules also support QuickBooks; FreeAgent supports recurring supplier rules.

Compare annual volume and the connections you need

Datamolino includes invoice approvals in the subscription. EzzyBills' UK plans use a 365-day subscription and an annual document allowance, with no monthly option. With automatic billing enabled, renewal can occur when fewer than 100 documents remain; unused documents carry forward on that low-quota renewal. Compare the annual commitment alongside your company count, integrations and custom work.

Sources and product details

UK public pricing captured on 19 September 2026. EzzyBills uses an annual allowance, not a monthly quota. Compare annual cost, renewal terms, integration scope and custom work for the same workload.

See the relevant tools.

Saved coding rulesBill Split allocationsCoding after approval

Try your documents and your approval steps.

Bring a recurring supplier invoice and an example that needs extra work. We’ll walk through the coding, the people involved and what reaches your accounts.

Book a workflow demo
Comparison sources · checked 19 September 2026