From clubhouse supplies to course maintenance, one supplier invoice can cover several kinds of cost. Capture the detail, reuse saved coding and let the people who know the purchase provide sign-off when needed.
14 days free, no payment details needed.
Use the invoice as the source, then apply the accounting decisions your business needs.
A wholesaler bill can include food, cleaning products and delivery. On a line-item plan, capture the individual descriptions and assign the appropriate account and tax code to each.
Reuse the last exported coding for the same supplier and exact line description. Set keyword rules for descriptions that change with a month, date or reference.
Use Bill Split for an allocation such as premises costs shared between departments. One-off and saved splits are available with Xero and QuickBooks; recurring supplier splits also support FreeAgent.
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.
Use folders for the clubhouse, course team or individual clubs, according to your responsibilities. Each folder has its own email address for invoices, so the document starts in the right workspace.
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.
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.
Use sign-off where it helps. It is included in Datamolino and optional for each folder.
The course manager can confirm an equipment hire, while the clubhouse manager reviews catering purchases. The approver checks the purchase and amount, and approves or rejects the invoice on the web or in the mobile app.
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.
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.
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.
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.
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.
Yes. The Accountancy Matters story describes outsourced accounting for UK golf clubs and detailed Xero invoice coding. Its 2024 results are customer estimates, rather than a promise for every club.
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.
