Keep documents organised
Keep client documents in separate folders connected to the appropriate accounting company.
Prepare bills and statement data
for FreeAgent.
Capture purchase and sales invoices, reuse your coding and send checked records to FreeAgent. Export bank statement transactions directly, with Practice Dashboard support and invoice approvals included.
14 days free, no payment details needed.
- For accounting and bookkeeping firmsPrepare client books and make document collection easier.See benefits for your practice See benefits for your practice
For accounting and bookkeeping firms
Explore the practice workflowConnect your FreeAgent client list.
For your practice
Use the FreeAgent Practice Dashboard to create connected folders for selected clients. Keep their documents, saved coding and approval requests separate.
For your clients
Supply bills and receipts, or approve purchases in the mobile app. Your practice prepares the FreeAgent records.
Prepare the accounting detail
Review captured data and apply saved coding using the options available in the connected ledger.
Send checked records
Export to the correct client company with the source document alongside the record.
- For businessesCollect invoices, manage approvals and prepare your accounts.See benefits for your business See benefits for your business
For businesses
Explore the business workflowPrepare the books for your FreeAgent company.
Connect a folder to your FreeAgent company. Separate folders can handle different teams or document streams. Prepare bills and send checked statement transactions to the matching bank account.
Keep documents organised
Bring your company’s invoices and receipts into the connected folder.
Prepare the accounting detail
Check the captured data and reuse saved coding before sending it to your accounting software.
Send checked records
Send the checked record and source document to your connected accounting company.
- Choose the bill detail
- Invoice totals, tax summaries or individual lines.
- Include approvals
- Client or manager sign-off is part of your subscription.
- Export statements directly
- Send transactions directly to a matching FreeAgent bank account.
Purchases and sales.
Ready for FreeAgent.
Purchase invoices
Prepare the supplier bills you receive.
Capture the details, match the supplier and check the coding. Export the bills directly to Bills to pay in FreeAgent.
See invoice captureSales invoices
Capture invoices issued in another system.
Keep them in the separate Sales area, match the customer and export them directly to Invoices in FreeAgent.
Send the right level of invoice detail.
Choose how much detail you want to send to FreeAgent.
Keep a straightforward bill simple.
Export the invoice as a single total when you don’t need separate accounting lines.
Match the supplier and reuse saved coding before export. The original document accompanies the FreeAgent record.
Separate the tax rates.
Use Tax Summary to group invoice lines by tax rate. For example, all items at 20% VAT are combined into one line, while items at 0% VAT are combined into another.
Get the tax breakdown you need without exporting every individual line item.
Keep each cost visible.
Capture individual invoice lines and give each one the description, account and tax treatment it needs. Review and code multiple lines at once in fullscreen view.
Line-item capture is available on selected plans.
Prepare recurring bills and collect sign-off.
Reuse your accounting decisions. Set up approvals for the folder to route invoices to the client or manager.
Keep familiar costs consistent.
Reuse the last exported coding for the same supplier and exact description. Use keyword conditions when part of the description changes.
Your saved decisions determine the result. Review or change the coding when the accounting treatment changes.
Allocate future supplier bills automatically.
Create accounting lines from fixed amounts and percentages through Line Item Automation. Use recurring Bill Split when a supplier’s bill needs the same allocation each time.
FreeAgent uses recurring supplier rules. The one-off Apply Once control belongs to the Xero and QuickBooks connections.
Let the client approve the purchase.
Assign a client or manager to approve in the mobile app. Your team can then export the prepared bill to FreeAgent after the required sign-off.
Enable Keep documents editable and leave automatic export off when your team needs to finish coding after approval. Approvals are included.
See invoice approvalsTurn statement PDFs into FreeAgent transactions.
Convert statement PDFs, check the captured transactions and send them directly to the right bank account in FreeAgent.
Start with the statement you have.
Upload your statement PDF and review the captured dates, descriptions and amounts against the original.
Bank Statements has its own dedicated area, so you can use Datamolino purely for bank statement conversion without using invoice capture.
Send transactions to the matching account.
Export the checked transactions directly to the FreeAgent bank account with the matching account number.
Check the destination and statement period before export to avoid sending overlapping transactions.
Download a CSV when you need one.
Prefer a file export? Download the converted transactions as CSV instead of sending them directly to FreeAgent.
Excel is also available when you want to review or work with the statement data in a spreadsheet.
Explore bank statement conversionOne FreeAgent company.
Or a whole client list.
Practice Dashboard support
Create connected Datamolino folders for clients in your FreeAgent Practice Dashboard, keeping each client’s documents and saved coding together.
Folders for the way you work
Use separate folders for clients, teams or document streams, each with its own coding settings, notes and duplicate checks.
Questions about your connection
How do I connect a business or several clients?
Connect a folder to the FreeAgent company. For a practice, use the FreeAgent Practice Dashboard client list to create connected folders for selected clients. Separate folders can also keep teams or document streams distinct.
Does Datamolino handle Making Tax Digital for sole traders?
It prepares the bill and receipt records you send to FreeAgent. It does not send MTD quarterly updates or tax returns. MTD for Income Tax already applies to sole traders and landlords with qualifying income over £50,000 and extends to over £30,000 from 6 April 2027, unless an exemption applies. See where invoice capture fits in MTD.
What should I check before exporting a statement again?
Compare it with the transactions already in FreeAgent. Duplicate matching depends on the date, amount and description; changed values can prevent a match.
Can I use one-off Bill Split in FreeAgent?
FreeAgent supports recurring Bill Split through Automation, Line Item Automation, Bill Split Rules. The one-off document control and reusable folder rule selector are available for Xero and QuickBooks.
Can I combine matching keyword rules in FreeAgent?
FreeAgent supports keyword conditions for coding. Composite mode, which combines different fields from matching rules, is not available for FreeAgent.
Try your FreeAgent workflow.
Bring a supplier invoice or bank statement PDF and see the full workflow from capture to FreeAgent.