Keep documents organised
Keep client documents in separate folders connected to the appropriate accounting company.
Prepare invoices for Xero.
Keep every line under control.
Capture invoice data and line items, apply saved coding and get invoices approved when needed, then export them directly to Xero. 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.
- Code every cost
- Assign Xero accounts, tax rates and tracking categories on invoice lines.
- Keep the original
- Export the bill to Xero with its source document attached.
- Include sign-off
- Invoice approvals are included. Use them when you need them.
Code invoice lines for Xero.
Keep detailed bills manageable, from the first account choice to the final totals check.
Put each cost in the right place.
Choose a Xero account, tax rate and tracking category for each line. Inventory items are available when enabled in the folder.
One invoice, different costs
Code supplies and delivery separately. Give each line the account and tracking category it needs.
Reuse the decisions you already made.
The same supplier and line description reuse the coding from the last export. When descriptions vary, use keyword rules to apply the right coding.
For example, with the right keyword rule, a recurring cleaning charge can keep the same coding even when the monthly reference in the description changes.
Code multiple lines at once.
Use fullscreen view to select multiple lines and apply all coding in one go. Compare the coded totals with the captured invoice.
If the totals don’t match, check the difference first. For genuine small rounding differences, add a rounding adjustment.
Allocate costs the way you need.
Use Bill Split to create accounting lines based on fixed amounts, percentages or both. These replace the captured lines on the bill.
Split a bill once.
Create a Bill Split using fixed amounts, percentages or both, then click Apply Once to apply it to the current bill.
Use this when you need a one-off allocation without saving the Bill Split for future use.
Save it for next time.
Save the Bill Split as a rule to reuse whenever you need it, or automate the rule to apply it to every future bill from that supplier.
Fixed amounts are allocated first. Percentages apply to the remaining balance. Any remainder uses the supplier’s default coding.
One bill, three allocations.
- Administration, fixed amount
- £200
- Location A, 50% of the remaining £1,000
- £500
- Remainder, supplier default
- £500
Total allocated: £1,200.
Approve invoices before they reach Xero.
Get the right people to review and approve invoices in Datamolino.
Route to the right person for sign-off.
A client or manager can review and approve the invoice before it reaches Xero. Invoice approvals are included in your subscription.
If a bookkeeper needs to finish the coding after approval, enable Keep documents editable and leave automatic export off.
See invoice approvalsChoose the next step inside Xero.
- Draft
- Further preparation in Xero
- Awaiting Approval
- Submitted for approval in Xero
- Awaiting Payment
- Approved in Xero; not yet paid
Choose the Xero status in your folder or supplier settings. If you’re using approvals in Datamolino, you can export the bill directly as Awaiting Payment and skip a separate approval step in Xero.
Keep the approval record with the invoice.
Attach the Audit Trail PDF when you export the bill to Xero. It includes the approval details and a summary of the invoice coding.
The original invoice is attached too, so your team can find the invoice and its approval record alongside the bill in Xero.
Have bank statement PDFs too?
Convert bank statement PDFs, review the captured transactions and export them directly to Xero. You can also download them as CSV or Excel files when needed.
See bank statement conversionQuestions about your connection
How do I collect bills and receipts?
Forward emails, upload files or photograph receipts. An ordered scan containing several invoices can be split into separate documents. See collection options
Can several folders connect to one Xero organisation?
Yes. Locations or document streams can have separate folders connected to one Xero organisation. Keep routing deliberate: duplicate checks and coding rules are scoped to the folder.
What if only the tax amount differs?
Check the tax rates first. Xero normally calculates tax from the lines. For an exception, Send exact tax amount lets you enter the invoice’s tax amount. This is separate from a rounding adjustment to net or total amounts.
Already using ApprovalMax with Xero?
Export a prepared bill as Awaiting Approval. ApprovalMax can pick it up through its configured Xero workflow. Compare it with Datamolino’s included approvals.
What does the Audit Trail PDF contain?
The invoice details, the approval history of the completed approval round and the coding. Earlier approval rounds stay in Datamolino.
Try your next Xero bill.
Use your own documents. See how Datamolino captures the details, applies your coding and exports the bill to Xero.
Is Xero’s included capture enough?
Compare Xero’s native capture with Datamolino’s saved line coding, invoice allocations and included approval workflows.