Keep food, beverage, housekeeping and maintenance invoices with the team who knows them. Give each venue its own document folder while finance prepares the books in your connected accounting software.
14 days free, no payment details needed.
Use the invoice as the source, then apply the accounting decisions your business needs.
Capture the descriptions and amounts on supplier invoices. Code food, cleaning materials and delivery separately, then check the quantities and totals against the original.
The same supplier can have different coding rules in different folders. Use the supported Xero tracking or QuickBooks fields to identify the location in the accounting records.
Allocate a shared facilities bill using fixed amounts, percentages or both. Bill Split creates your allocation lines in place of the captured supplier lines; review the total before export.
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.
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.
Give each restaurant, hotel or venue a folder and share its invoice email address with the relevant suppliers. 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.
A venue manager can confirm a delivery or repair without choosing tax rates and account codes. 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.
Datamolino prepares invoice data and accounting exports. Check stock, POS, ordering and goods-receipt requirements separately. Include a detailed supplier bill in the trial and inspect the result in your accounts.
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.
