Property invoices. Organised around the work.

Separate paperwork for buildings, portfolios or maintenance projects before it reaches finance. Keep the original invoice, capture its detail and involve the person who knows the work when approval is needed.

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Prepare the detail your team needs.

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

Maintenance invoices with several charges

Capture labour, materials and other printed invoice lines. Assign the required accounts and tax treatment with the original document available for checking.

Recurring suppliers and descriptions

Reuse coding for an exact supplier-and-description match. Use keyword conditions for changing service dates or references, and review new types of charge.

Allocate a shared bill

Use Bill Split when a supplier bill must be allocated between cost centres. Review the accounting and tax basis first; the example allocation does not determine a service-charge or client-money treatment.

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
Use a folder for a building, portfolio team or maintenance project within the relevant accounting entity. 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 property manager can confirm the work and amount before the accountant finishes the coding. 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 folders separate different legal entities?

A practice account can connect folders to different client companies. A business account is for one accounting company. Choose the account type and connections around the actual entities; a folder is not a separate legal entity.

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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