What is bill split
Bill Split divides a bill into multiple line items based on rules you define. Instead of editing line items by hand, you define how the total should be split and Datamolino generates the lines for you - using fixed amounts, percentages, or a combination of both. Any amount not covered by your rules is automatically added as a remaining line so the document still balances.
👉 Is Bill Split the right tool for me?
Bill Split lets you split a bill into as many lines as you need, with full control over amounts, percentages, ledger accounts, and tax codes. If you only need to split a bill into two lines with a single defined amount and a calculated remainder, use Quick Split instead - it's faster for simple splits.
If you want to extract individual product or service line items from an invoice, use line item extraction instead, available on subscriptions that include line items.
How to access Bill Split
Open the document.
Click the Bill Split button.
Select Create new rule from the dropdown, or choose an existing saved rule.
Note - for FreeAgent integration, the only path to Bill Split through Automation → Line Item Automation → Bill Split Rules. Only recurring Bill Split is available for FreeAgent.
How to define a split
You can split an invoice using fixed amounts, percentages, or a combination of both. Fixed amounts are deducted from the invoice total first. Percentage rules are then applied to what remains. Any amount still left over is automatically added as a remaining line, coded using the supplier's default settings.
Add Fixed Amount - allocate a specific monetary value to a line.
Add Percentage Amount - allocate a percentage of the remaining amount to a line.
Each line requires a description, ledger account, and tax code. You can also assign other categories where applicable. A line items preview is shown before you apply the split, so you can confirm the result before saving.
👉 What does the preview show?
The preview helps you confirm the split before applying it. It shows:
The remainder line at the top, named after the invoice description - this is the line Datamolino will create for any amount not allocated by your fixed or percentage rules.
The split lines (highlighted) - the fixed amounts and percentage allocations you defined.
The invoice total - the overall amount the split is calculated from.
One-off Bill Split: apply once or save for reuse
If the split is unique to a single document, simply define it and click Apply Once. Nothing is saved and the split applies to that document only.
If you expect to use the same split again, save it as a rule by giving it a name and clicking Save Rule & Apply. Saved rules are stored across the folder and available for any document - just select the rule from the dropdown the next time you open Bill Split.
👉 Are saved rules per supplier or per folder?
Saved rules are available across the whole folder - any document in the folder can use them, regardless of supplier. You'll always find your saved rules in the Bill Split dropdown
👉 Is one-off Bill Split available for all integrations?
No - one-off Bill Split is available for folders connected to Xero and QuickBooks only. It is not available for FreeAgent or offline folders.
Recurring Bill Split - automate per supplier
If the same split should apply automatically to every future bill from a supplier, toggle on Apply to [supplier]'s future invoices automatically before saving — or select an existing saved rule and toggle it on. Once enabled, Datamolino will apply the split to new bills from that supplier automatically.
👉 What are the save options when setting up a recurring split?
Option | What it does |
Save & Apply | Applies the rule to the currently open document and saves it as the default for this contact going forward. |
Save & apply to all ready | Applies the rule to all documents from this contact currently in a Ready state, and saves it as the default for this contact. |
Save | Saves the rule as the default for this contact without applying it to any existing documents. Applies to future documents only. |
👉 Which option should I pick?
Pick Save & Apply if you want the rule to apply from this document onwards.
Pick Save & apply to all ready if you also need to update documents already sitting in the folder.
Pick Save if the current document is already coded and you only want the rule for next time.
👉 Is there a way to tell if a recurring Bill Split is active for a supplier?
Yes - if a recurring Bill Split rule is active for the supplier, you'll see a green Bill Split Rules Active indicator above the contact field in the document view.
👉 Is recurring Bill Split available for all integrations?
Recurring Bill Split is available for Xero, QuickBooks, and FreeAgent. For FreeAgent folders, it is only accessible through Automation → Line Item Automation → Bill Split Rules - the Bill Split button in the document view is not available.
Setting up the same rule for multiple suppliers
Create a Bill Split and save it as a rule.
Open a document from the next supplier and click Bill Split.
Select the saved rule from the dropdown.
Toggle on Apply to [supplier]'s future invoices automatically and save.
Repeat for each supplier.
Edit or delete saved rule
Open any document and click Bill Split.
Click the rule to open it.
Click Edit rule.
Adjust the amounts or percentages and click Save or Delete
Common questions
👉 Can I use negative amounts in a split?
Yes - useful for discounts, returns, or any allocation that needs to subtract from the total.
👉 Can I use negative percentage splits?
No - negative percentage splits are not supported.
👉 What happens if my split adds up to more than the invoice total?
Datamolino will let you save the split, but the document's checksum will block export until the totals reconcile. Adjust either the captured invoice summary or the split before exporting.
👉 Can I bill split a document I have already exported?
Bill Split applies to documents in an editable state. Archived documents are read-only - to apply or change a split on an archived document, unarchive it first, make your changes, and re-export.