Project invoices. With the right team from the start.

Put supplier invoices and site receipts in the relevant project folder. The project team confirms the purchase; finance prepares account codes, tax and the supported project or tracking fields before export.

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Prepare the detail your team needs.

Use the invoice as the source, then apply the accounting decisions your business needs.

Detailed material invoices

Capture the separate descriptions and amounts on a materials bill. Code equipment, consumables and delivery appropriately instead of treating every purchase from that supplier as the same cost.

Project responsibilities stay local

Invite the project’s participants to its folder. Set an approval workflow for that project and use Any or All stages according to who must sign.

Finance prepares the project reporting

Select the supported accounting fields before export. A project folder organises document intake and permissions; it does not automatically create a project or tracking category in the ledger.

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Separate the work. Connect the books.

A folder can represent a whole company, a site, a department or a project. Organise documents around the people doing the work, even when the accounts stay together.

A destination for each team
Give each project or site its own folder for emailed invoices, uploads and mobile receipts. Each folder has its own email address for invoices, so the document starts in the right workspace.
People and rules for that folder
Invite the people who need that folder and set its supplier coding and optional approval workflows. Owners and Managers can manage every folder; folder members work within their assigned access.
Several folders, one accounting connection
Connect multiple folders to the same Xero, QuickBooks Online or FreeAgent organisation. Use the supported accounting codes and tracking fields to identify costs in the ledger; a folder name alone does not create an accounting category.

See the multi-site workflow Organise your folders

Invoice approvals that fit your business.

Use sign-off where it helps. It is included in Datamolino and optional for each folder.

Let the person who knows the purchase decide

The project manager can check whether materials or hired equipment were agreed for the job. The approver checks the purchase and amount, and approves or rejects the invoice on the web or in the mobile app.

Let finance complete the accounting

Configure the workflow so finance can finish account codes, tax and supported tracking fields after sign-off and before export. The setup guide explains the editing permissions and when to leave automatic export off.

Match the tool to the work

If capture, coding and invoice sign-off cover your process, you may be able to reduce the cost of a separate approval subscription. Compare wider requirements such as purchase-order matching, budget checks and payment controls before replacing ApprovalMax.

Set up purchase approval and bookkeeping Compare with ApprovalMax

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.

Are line items included in every plan?

Choose a subscription with line-item extraction when you need individual invoice lines. Totals-only plans do not include it. The pricing page lets you compare the options for your document volume.

Does Datamolino replace construction procurement controls?

Use it for invoice capture, coding and optional approvals. If you need purchase-order matching, goods-receipt checks, budget controls or CIS-specific processing, verify those requirements with your accounting setup and other tools before choosing the workflow.

Try the workflow with your own invoices.

Bring a detailed supplier bill and describe who collects it, who knows the purchase and who prepares the accounts. We will walk through a folder setup that fits.

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