Project costs. Prepared for the accounts.

Organise supplier paperwork around client work, teams or internal departments. Capture the invoice detail, reuse recurring coding and let managers approve the purchase while finance completes the accounting.

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Prepare the detail your team needs.

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

Recurring subscriptions and changing references

An exact line description can reuse the coding from the last export for that supplier. Keyword rules can match stable wording when a reference or month changes.

One invoice, several kinds of cost

Code software licences, setup services and other charges separately. On supported connections, allocate shared costs using Bill Split instead of the supplier’s original line breakdown.

Project detail where the accounts need it

Apply the Customer, Class or tracking fields your connected accounting software supports. Check the exported bill; the folder’s project name is not an automatic ledger mapping.

Explore line-item extraction Work with Bill Split

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
Create folders for delivery teams, client projects or internal departments that need separate document workflows. 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

A project lead can confirm a subcontractor’s agreed work or a software purchase for the team. 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.

Can a project lead approve without doing the bookkeeping?

Yes. Give the lead the appropriate folder role and approval stage. Finance handles account codes, tax and tracking. Follow the coding-after-approval guide if those fields need to be completed after sign-off.

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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