Keep documents organised
Keep client documents in separate folders connected to the appropriate accounting company.
Prepare bills for QuickBooks.
From expenses to item purchases.
Capture supplier invoice lines and export them to QuickBooks as Category details or Item details. Code expenses to the right accounts. Invoice approvals are included.
14 days free, no payment details needed.
- For accounting and bookkeeping firmsPrepare client books and make document collection easier.See benefits for your practice See benefits for your practice
For accounting and bookkeeping firms
Explore the practice workflowKeep each client’s accounting connection separate.
For your practice
Apply saved coding, collect client approval when needed and export to the right connected accounting company. Invoice approvals are included.
For your clients
Keep your accounting system and supply the original paperwork and purchase context.
Prepare the accounting detail
Review captured data and apply saved coding using the options available in the connected ledger.
Send checked records
Export to the correct client company with the source document alongside the record.
- For businessesCollect invoices, manage approvals and prepare your accounts.See benefits for your business See benefits for your business
For businesses
Explore the business workflowConnect document preparation to your company’s books.
Your colleagues supply documents and managers approve purchases when needed. Finance or your bookkeeper prepares the data for your accounting software, with approvals included.
Keep documents organised
Bring your company’s invoices and receipts into the connected folder.
Prepare the accounting detail
Check the captured data and reuse saved coding before sending it to your accounting software.
Send checked records
Send the checked record and source document to your connected accounting company.
- Both line-item types
- Export captured lines to Category details or Item details.
- Reuse your coding
- Supplier defaults, description matches and keyword rules.
- Approve before export
- Invoice approvals are included, if you need them.
Two types of QuickBooks line items.
Datamolino supports both.
Category details
For costs that belong in an expense account.
Send captured bill lines to the account and tax code you choose, and assign Class, Location and Customer fields when enabled in QuickBooks.
Rent, utilities and softwareOffice rent → Rent expense account
Item details
For purchases that need a Product/Service.
Match captured lines to QuickBooks Products & Services, including quantity and unit price. Keep product-level detail for stock, materials and resale purchases.
Stock, materials and products20 replacement filters → Matching Product/Service, quantity and price
Choose the right export for each invoice: Category details for expenses, or Item details for Product/Service purchases.
Prepare invoices the way you need them.
Code expenses to an account with Category details, or keep Product/Service, quantity and price with Item details.
Code the expense to a ledger account.
Category details is the default purchase type. Choose the account and tax code for the expense, along with any Class, Location or Customer fields you use in QuickBooks.
For example
A stationery bill goes to Office Expenses. Each exported line appears in QuickBooks Category details.
Keep the product and quantity together.
Match invoice lines to your QuickBooks Products & Services, with quantity and unit price ready for export.
For example
A bill for 20 replacement filters uses the matching Product/Service. The unit price is calculated from the amount and quantity, and can be adjusted before export.
Reuse coding and allocate costs.
Reuse previous coding, add QuickBooks details, allocate costs and check everything before it reaches your books.
Save the decisions worth repeating.
Match the supplier to your QuickBooks contact and save defaults in the company’s folder. The same supplier and exact line description can reuse coding from the last export.
When descriptions vary, use keyword rules to apply the right coding automatically.
Assign the cost before it reaches QuickBooks.
Mark expenses as billable, assign a Customer or Project, and add Class or Location before export.
Available coding options are synced from your QuickBooks settings.
Allocate costs your way.
Use Bill Split to divide an invoice by fixed amounts, percentages or both. Apply it once, save it as a rule to reuse when needed, or automate it for future bills from that supplier.
Bill Split replaces the captured lines, giving you the accounting allocation you need regardless of how the supplier presents the invoice.
Review everything before export.
Use fullscreen view to review captured lines and amounts, and apply coding to multiple lines at once.
For non-US QuickBooks companies, handle rounding differences with an adjustment line. Add one when needed, or set a threshold to apply it automatically for small differences.
Get sign-off before the bill reaches the books.
Approvals are included. Route invoices to the right people for sign-off, while your team takes care of the accounting.
Keep the decision moving.
Clients and managers can review and approve invoices in the Datamolino mobile app, keeping sign-off moving without holding up the accounting.
Create custom approval workflows for specific requirements. If no custom workflow matches an invoice, it follows the default approval path.
Separate sign-off from bookkeeping.
Enable Keep documents editable when your bookkeeping or finance team needs to finish the coding after approval.
The approver signs off on the purchase. Your bookkeeping or finance team can then complete the coding before export to QuickBooks.
Keep the original invoice with the bill.
Review the coding, then export the bill to QuickBooks Online with the original invoice attached.
Everything stays together in QuickBooks, so the original invoice is there whenever your team needs it.
Convert statement PDFs for QuickBooks.
Convert bank statement PDFs, review the captured transactions and download a CSV ready to import into QuickBooks. Excel is also available for spreadsheet review.
See bank statement conversionCapture sales invoices too.
Datamolino also captures sales invoices issued in another system. Keep them in the separate Sales area, match the customer and prepare the data for QuickBooks Online.
See sales invoice captureQuestions about your connection
Why can I not see quantity and unit price?
Use a purchase document, Line Items export view and Item purchase type. These purchase fields are available in Documents view.
Why is a QuickBooks field missing in Datamolino?
Field availability follows your QuickBooks company settings. Refresh the connection after enabling a new field or adding an account.
Can I use the adjustment line with a US company?
The rounding Adjustment Line is available for non-US QuickBooks companies. US companies use a different totals model.
Can several folders connect to one QuickBooks company?
Yes. Several folders can connect to the same QuickBooks company, with their own document streams and coding settings. Duplicate checking remains folder-scoped.
Try a bill in QuickBooks Online.
Bring a routine expense and a supplier bill with quantities or individual items. See how each reaches your books.