Invoice automation around the way you work.

Start with the documents, people and accounting detail your business needs. Use folders for companies, sites or projects, and add invoice approvals where purchase sign-off helps.

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Find a workflow for your business.

Each industry has different paperwork and responsibilities. Explore how capture, coding and optional approvals can fit yours.

Invoice processing for golf clubs

Prepare golf-club supplier invoices with detailed line coding, folders for departments or sites and optional purchase approvals. Connect to Xero, QuickBooks or FreeAgent.

Explore golf clubs

Invoice automation for hospitality

Organise restaurant, hotel and venue invoices by site, capture supplier lines and get local purchase sign-off before accounting export.

Explore hospitality

Invoice processing for retail businesses

Capture retail supplier invoice lines, organise documents by shop and export account-based or product-based bills to your accounting software.

Explore retail

Invoice processing for construction and project teams

Organise construction supplier invoices by project, capture detailed lines and separate site-manager approval from accounting coding.

Explore construction

Invoice processing for property management

Keep property and maintenance-project invoices in separate folders, obtain purchase sign-off and prepare accounting allocations before export.

Explore property management

Invoice automation for professional services

Prepare agency and consultancy supplier invoices with project folders, saved line coding and optional client or manager approvals.

Explore professional services

More than one site or project?

Your document workspace can be more specific than your accounting organisation.

Two colleagues arrange three client or site folders linked to one shared accounting ledger. — One business. Separate workspaces.
Harbour Kitchen
The restaurant manager collects and approves local purchases.
Kitchen refit
The project lead checks contractor invoices in a project folder.
Separate intake and people. One shared accounting organisation.
Illustrative Harbour Hospitality setup: a folder for a restaurant and another for its refit, connected to the same accounting organisation. Set supported ledger tracking fields separately.

Separate capture from the start
Give every site or project its own intake email, members and saved coding.
Keep your accounting connection
Connect multiple folders to the same Xero, QuickBooks Online or FreeAgent organisation.
Use approvals where you need them
A site manager can approve the purchase while finance prepares the accounting. Leave approvals off where sign-off is unnecessary.

Explore multi-site businesses

Questions about this workflow

Can several folders connect to the same accounting organisation?

Yes. Multiple Datamolino folders can connect to the same Xero organisation, QuickBooks Online company or FreeAgent account. Each folder has its own document intake, members and settings. A business account is for one accounting company; a practice account can serve multiple client companies.

Do we have to use invoice approvals?

No. Approvals are included in your subscription and enabled per folder. Use them where purchase sign-off is useful, or capture, code and export without approval stages.

Show us the invoice work behind your business.

Bring the supplier bills and explain who collects, checks and approves them. We will help you choose a practical folder and coding setup.

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