Capture the invoice.
Prepare every line.

Give every company a place for its paperwork.

Forward invoices to a folder’s email address, upload PDFs, or photograph receipts with the mobile app. Create separate folders for clients, companies or document streams.

Check Stopped Emails for unfamiliar senders. Mobile receipt capture sends documents to Purchases, where your team prepares the coding and export in the web app.

One scan. Separate invoices.

Use Auto splitting to separate an ordered PDF batch into individual invoices. Each invoice keeps its own pages and captured data, including invoices that span several pages.

Select Auto on upload or put @split in the email subject. Keep each invoice’s pages together and in order.

Keep each invoice complete.

Keep the pages readable, complete and in sequence. The upload guide recommends no more than 50 invoices in one batch; that is an invoice count, not a bank-statement page limit.

Check your subscription’s splitting charges when planning large batches.

Stop typing the same invoice fields.

Capture the supplier, invoice number, dates, currency, totals and tax amounts. Check a value against the original without searching for the file again.

The captured record becomes the starting point for your accounting treatment.

Code the costs separately.

Capture descriptions, quantities and amounts, then assign an account and tax code to each line. Stock, delivery and other costs on the same invoice can go to different accounts.

Line-item capture is available on plans that include it. Unit prices are calculated from line amounts and quantities.

Choose what reaches the ledger.

Choose Invoice Total, Tax Summary or Line Items. Save the choice for the supplier or folder.

Your connected accounting system provides the available accounts, tax codes and tracking fields.

Reuse coding for the same supplier and description.

Datamolino reuses the last exported coding for the same supplier and exact line description when no higher-priority rule applies.

You control the decision. Inspect and change the coding whenever the accounting treatment changes.

Use keyword rules when descriptions change.

Create conditions such as contains, begins with or ends with. Use Test Rules to check a description against your conditions.

Set the starting point for each supplier.

Save supplier coding for each folder. Description matches and keyword rules let individual lines use more specific treatment.

Test specific supplier rules before broader folder rules. An exact-description match reuses a previous export; a keyword rule matches the conditions you set.

Work across several lines at once.

Open Fullscreen view, select several lines and apply the same coding with bulk edit. Add a missing line, remove an unwanted one, or correct a description and amount.

Save a keyword rule from the coding you apply when the same treatment will be useful again.

Find the difference before export.

Compare the coded line totals with the invoice. With Validate totals enabled, a line-item or tax-summary mismatch blocks export until it is resolved.

Keep the original invoice beside the figures while you make corrections.

Resolve small differences deliberately.

For Xero and non-US QuickBooks folders, an adjustment line can balance a net or total difference. Set rounding defaults and a threshold for small automatic adjustments.

For a tax-only difference, check the line tax codes first. Xero’s Send exact tax amount option handles cases where recalculation cannot reproduce the invoice’s tax.

Define the allocation, not just the capture.

Bill Split creates lines using fixed amounts, percentages, or both. Give each line its account, tax code and supported categories.

Fixed amounts are allocated first. Percentages apply to the remaining balance, and any unallocated remainder uses the supplier’s default coding.

Allocate one bill to several uses.

Administration, fixed amount

£200

Location A, 50% of the remaining £1,000

£500

Remainder, supplier default coding

£500

Total allocated: £1,200.

Save the split for the next supplier bill.

In Xero and QuickBooks folders, apply a split to one bill or save it as a folder rule. Use supplier automation when future bills need the same allocation. FreeAgent supports recurring supplier Bill Split.

Bill Split replaces captured lines. Choose it instead of keyword-based captured-line automation for that supplier.

Keep the source beside the decision.

Check duplicate warnings, missing coding and totals differences. Correct the source value or accounting treatment while comparing it with the original.

Confirm the purchase separately from the bookkeeping review when different people own those decisions.

Ask the right person to sign off.

Invoice approvals are included in your subscription. Choose the people and stages for invoices that need a decision before export.

Use invoice automation without approval stages where sign-off is not needed.

Send checked data with the original.

Export to Xero, QuickBooks Online or FreeAgent using the fields supported by that connection. Keep the accounting reference with the document so you can see what has reached the books.

Keep customer invoices in the right place.

Upload invoices or use the dedicated sales email address. Capture the customer, invoice number, dates, currency and amounts for review and export.

Sales uses customer matching, separate from supplier matching in Purchases.

Move a misplaced invoice without another upload.

If a sales invoice arrives in Purchases, move it to Sales. Datamolino reprocesses it with the correct contact role and document type.