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Invoice lines for both QuickBooks purchase types.

Capture supplier invoice lines and export account-based costs as Category details or product-based purchases as Item details. Datamolino supports both approaches, so the invoice workflow can fit the records your business needs.

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Category details or Item details?

A detailed invoice does not always need product records. Choose the line type for the accounting job.

Category details are account-based costs, such as repairs coded to a repairs expense account. Item details use existing QuickBooks Product/Service records with quantity, rate and tax. Datamolino supports both; these examples do not imply inventory synchronisation or purchase-order matching.

Two supported QuickBooks purchase line types: choose expense-account coding or existing Product/Service records for the job.

Category details: account-based costs

Use separate expense-account lines for costs such as rent, repairs and cleaning. Several captured lines can have different accounts and tax treatment without creating Product/Service records.

Item details: Product/Service purchases

Use existing QuickBooks products or services where that identity matters. Select Items as the Purchase item type in Datamolino, choose the Product/Service and check the quantity, rate and tax.

Compare the two QuickBooks line types

Set two choices. Check one exported bill.

Export detail and purchase item type control different parts of the resulting transaction.

  1. 1. Choose Line items

    Use a line-item subscription and select Line items as the export detail. This sends the invoice breakdown rather than just the total or tax summary.

  2. 2. Choose the purchase item type

    Use the account-based configuration for Category details, or choose Items for Product/Service coding. Set the appropriate coding for each captured line.

  3. 3. Review in QuickBooks

    Inspect the exported bill in the correct company. Check accounts or Products/Services, quantity, rate, tax and any reporting fields. Test mixed invoices and purchase-order associations separately.

Code a line once. Reuse the decision.

The invoice supplies the description and amount. Your team supplies the accounting treatment. Datamolino can repeat the decisions you already made.

The same supplier and exact description

For an exact description match from the same supplier, Datamolino reuses the coding from the last exported matching line unless a higher-priority rule applies. The exact description matters: a changed reference can stop that match.

Keywords for descriptions that change

Set your own Begins with, Ends with or Contains conditions. For example, Contains “Office rent” can match “Office rent September” and “Office rent October”. Require all conditions or at least one, and test intended matches and false matches.

Rules you can review

Supplier keyword rules take priority over folder keyword rules. Review new descriptions and changed purchases before export. The available coding fields depend on the connected accounting system.

Read the coding and keyword guide

Organise site paperwork and reporting.

Keep the document flow separate while your QuickBooks company holds the accounts.

Folders for sites and projects

Connect several folders to the same QuickBooks company. Each has its own email address, members and supplier coding rules.

Explore multi-site workflows

Use enabled QuickBooks fields

Class, Location and Customer fields appear according to the settings enabled in QuickBooks. Their availability depends on the company configuration, subscription and region. Check the exported result.

Add purchase sign-off if needed

Enable invoice approvals for the folders that need them. Let the site manager confirm the purchase while finance handles the accounting, using the documented editing and export settings.

Configure the approval handover

Questions about this workflow

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.

Does Datamolino support both Category details and Item details?

Yes. It supports account-based Category details and Product/Service-based Item details in QuickBooks Online. Choose the appropriate export configuration. That does not mean every mixture of both line types can be created through one configuration; test your mixed bills.

Will product lines automatically match an existing purchase order?

A Product/Service export does not establish purchase-order matching. If linking to an existing PO or updating inventory is required, include it as a separate check in your trial.

Why are Class or Location fields missing?

They appear only where the corresponding QuickBooks company settings are enabled. Check the settings and plan before configuring the Datamolino folder.

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.

Watch a short demonstration, then follow the written guide for the details.

All video tutorials

Bring an expense bill and a product purchase.

We will show how each line type is configured, how repeat coding works and what to inspect in the exported QuickBooks bills.

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