Code invoice line items with keyword rules
Set up a keyword rule for recurring words in line descriptions, test it, and let it code matching lines automatically.
Watch tutorialExport invoice line items with Datamolino
Review individual invoice lines, give each one its account and tax code, and export the full detail to your accounting software.
Before you start
- A plan that includes line item extraction.
- An invoice in a folder connected to Xero or QuickBooks Online, matched to an accounting contact.
Follow the workflow
Open the invoice and choose Line Items in Export as. To switch several documents at once, select them in the folder overview and change the view there.
Check the captured lines against the invoice. Full screen view gives you more room.
Set the ledger account and tax code for each line, or apply the same coding to selected lines. Correct or add lines where needed.
Save, return to the invoice preview and export. Click Go to to open the exported bill in your accounting software.
Good to know
- Datamolino checks that the lines add up to the invoice total before export.
- In QuickBooks, choose Category or Item as the purchase type. Item also exports quantity and unit price.
- Xero lines follow your Xero tax settings; QuickBooks receives net amounts with a tax code.
Transcript
Line items give you a clear view of what you buy, line by line. Here’s how to review and export them.
First, switch to the line items view: for one document in its detail, or for several at once by selecting them in the folder overview.
Before you export, check the coding of each line. Full screen view gives you more room. Assign the ledger account and tax code line by line, or apply the same coding to all of them in one click. Need another line? Add it here.
When the lines are coded, click Save, go back to the invoice preview and export. The Ready status turns into a Go to button that opens the bill in your accounting software.
To code lines across many invoices at once, use Bulk Review in the folder overview.
You’ll find a step-by-step guide in the Datamolino Help Centre.
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