What is an invoice statement
An invoice statement is a summary document a supplier sends to show the open or recently issued invoices on your account - for example, a month-end statement listing several bills that are due. It is not itself an invoice for goods or services; it is a recap of invoices already issued.
In Datamolino, Invoice Statement is one of the values in the Document type dropdown, alongside Invoice, Receipt, Credit Note, and Purchase Order. Setting a document to this type tells Datamolino that the file is a statement of invoices rather than an invoice itself.
Invoice statements live in the same Purchases or Sales subfolder as regular invoices. The document type changes the label and icon, and it changes how the document behaves at export - but not where it is stored.
How to mark a document as an Invoice Statement
👉 How to set the Document type to Invoice Statement?
Datamolino automatically identifies and assigns the Invoice Statement document type during processing. If it wasn't recognised correctly, you can change the document type manually from within the document.
How invoice statements are processed
An invoice statement goes through the same upload, extraction, and coding flow as any other purchase document:
The file is uploaded into the folder
The captured fields (supplier, dates, totals, line items) appear in the document detail.
You can review and correct the data the same way you would for a regular invoice.
If Approval Flow is enabled on the folder, the statement follows the same approval gate as other documents before it can be exported.
The Invoice Statement type does not unlock or hide any extra fields. It is a label on the document that drives downstream routing.
How invoice statements are exported
None of the three connected accounting systems has a dedicated "invoice statement" record type. A document marked as Invoice Statement is exported as a standard invoice or bill:
Xero - exported through the standard invoice endpoint. Xero receives the document as a regular invoice or bill.
QuickBooks - exported as a Bill, Supplier credit, Expense, or Check (for purchase documents), or as an Invoice, Credit Memo, or Sales Receipt (for sales documents). There is no statement-specific endpoint.
FreeAgent - exported as a Bill (for purchase documents) or Invoice (for sales documents). The Invoice Statement subtype does not change the FreeAgent record type.
Because the statement context is not preserved in the accounting software, most teams treat the Invoice Statement type as an internal flag - useful in Datamolino to mark these files apart from real invoices, but not something that creates a separate record on the accounting side.
👉 Should I export an invoice statement?
That depends on how you want it represented in your accounts. If the statement duplicates invoices that have already been posted, exporting it would create a duplicate record. Many teams keep statements in Datamolino as a reference and only export the individual invoices they relate to. Confirm the approach with your accountant or bookkeeper if you are unsure.
Can supplier statements be reconciled in Datamolino?
No, supplier statements cannot be reconciled in Datamolino.
Datamolino does not support any form of reconciliation. The document is stored and processed, but no matching or balancing against invoices or payments happens inside Datamolino.
Why would I upload a supplier statement if reconciliation is not possible?
Supplier statements are typically uploaded for reference or for simplified export workflows. There are three common reasons clients choose to upload supplier statements:
Keep supplier statements for reference
Supplier statements can be stored in Datamolino purely for record-keeping purposes. Because the document is marked as a Invoice Statement, it can be found later using Advanced Search, which includes filtering by document type.
Export a supplier statement as a bill instead of individual invoices
Some clients prefer to export a supplier statement to their accounting software as a single bill rather than exporting each invoice separately. In these cases, the supplier statement is exported as a bill with a line-by-line breakdown, representing the individual transactions listed on the statement.Export supplier statements to an excel file for offline reconciliation
Supplier statements can also be exported to an excel file. This may help you to perform your own reconciliation outside Datamolino.