Capture the separate charges on a supplier invoice and assign the Xero account, tax rate and tracking categories each needs. Reuse saved line coding, review exceptions and export the prepared bill with its source document.
14 days free, no payment details needed.
An illustrative maintenance invoice includes equipment hire and cleaning supplies. Capture both descriptions and amounts, then prepare their accounting treatment.
On a plan with line-item extraction, capture the invoice lines. Check the supplier, descriptions, amounts and invoice total against the original.
Code equipment hire and supplies to their appropriate Xero accounts. Apply the relevant tax rates and tracking categories. Inventory item coding is available when enabled in the folder.
Export with Line Items selected and check the resulting accounts, tax and tracking. The original invoice is attached to the Xero bill.
The invoice supplies the description and amount. Your team supplies the accounting treatment. Datamolino can repeat the decisions you already made.
Illustrative account names: capture each invoice line, then reuse your saved coding or apply the keyword rules you configure.
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.
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.
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.
Folders can separate the document work while Xero holds the company’s books.
Give each team its own invoice intake, members, saved coding and optional approval workflows.
Select Xero tracking categories for the lines or configure appropriate defaults. The folder name alone does not create a tracking category.
Use approvals only where you need them. Select the Xero bill status that matches the next step.
With Keep documents editable enabled and automatic export off, Admins and Users can complete coding after client approval. Follow the permission details in the workflow guide.
Set up coding after approvalExport as Draft, Awaiting Approval or Awaiting Payment according to your process. With Datamolino’s approval completed, Awaiting Payment can avoid a second invoice-approval step in Xero.
Enable the Approval Audit Trail PDF for the Xero folder to attach the completed approval round and coding overview alongside the invoice. It is a final record, not a history of every coding edit.
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.
Captured data and accounting coding are separate. Saved description matches, keyword rules and defaults can prepare the coding; your team reviews the result and exceptions before export.
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.
Yes. With Xero, Bill Split can create fixed or percentage allocation lines, apply them once, save them for reuse or automate a recurring supplier split. It replaces the captured lines.
Watch a short demonstration, then follow the written guide for the details.
Try a mixed-cost invoice, a repeat from the same supplier and an invoice needing tracking categories. Review each exported bill before saving a routine.
