Capture the invoice.
Prepare every line.

Give every company a place for its paperwork.

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

Check Stopped Emails for unfamiliar senders. Receipts captured in the mobile app are sent to Purchases, where your team can complete the coding and prepare them for export in the web app.

See what the mobile app does→

One scan. Separate invoices.

Use Auto splitting to separate an ordered PDF batch into individual invoices, including multi-page invoices.

Select Auto on upload or add @split to the email subject to keep each invoice separate and its pages in the correct order.

Keep each invoice complete.

Keep each batch to 50 invoices or fewer. This limit refers to the number of invoices, not the number of pages. Make sure invoice pages are clear, complete and in the correct order.

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

Stop typing the same invoice fields.

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

Use the captured data as the starting point for coding and review.

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 selected plans. Unit prices are calculated from the captured line amounts and quantities.

Choose what reaches the ledger.

Choose Invoice Total, Tax Summary or Line Items. Save your 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 line description unless a higher-priority rule applies.

You’re always in control. Review and change the coding whenever needed.

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.

Specific supplier rules take priority over broader folder rules. An exact description match reuses coding from a previous export, while a keyword rule applies when the conditions you set are matched.

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 or amount.

Save a keyword rule from the coding you apply when you want to reuse it in future.

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 in view while you make corrections.

Resolve small differences.

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, review the line tax codes first. Xero’s Send exact tax amount option handles cases where recalculation cannot reproduce the tax shown on the invoice.

Split and code the costs your way.

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

Fixed amounts are allocated first, followed by percentages of the remaining balance. Any amount left over 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.

Apply Bill Split once, save it as a rule to use again when needed, or automate it for future bills from the same supplier.

Bill Split replaces the captured invoice lines, so use it instead of keyword-based line automation for that supplier.

Review the data against the original invoice.

Check warnings, missing coding and totals differences. Correct captured values or coding while comparing them with the original invoice.

Keep purchase approval separate from the bookkeeping review.

Ask the right person to sign off.

Invoice approvals are included in your subscription. Choose who approves and add multiple stages when needed.

Approvals are either on or off: your choice. Use them only when needed.

Send checked data with the original.

Export to Xero, QuickBooks Online or FreeAgent with the original document attached. Links between Datamolino and your accounting software make it easy to find the corresponding record in either system.

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.

Customer automation rules in Sales are kept separate from the supplier rules used in Purchases.

Move a misplaced invoice without another upload.

If a sales invoice arrives in Purchases, move it to Sales. Datamolino reprocesses it as a sales invoice and matches it to the correct customer contact.