New to Datamolino? Here are ten features that save new users the most time. Work through them in order, or jump to whatever fits how you work. Each one links to a full guide if you want the detail.
1. Add an approval step before anything exports.
Datamolino has approval workflows for teams that need sign-off before documents reach the accounting software. Turn them on for a folder and each document is submitted for approval first, then exports only once it has been approved. You can set the stages, conditions, and who approves. Learn more about how approval workflows work.
2. Drop one big PDF and let Datamolino split it.
If you have a single PDF that holds several invoices, Datamolino can separate it into individual documents. Choose the Auto option when you upload, or add @split to the subject line when you forward it by email. Learn more about batch upload and automatic splitting.
3. Capture receipts on your phone.
Snap a photo of a receipt and it uploads straight into Datamolino. The mobile app is available for both iOS and Android. Learn more about capturing documents on iOS and Android.
4. Code a supplier once, and it remembers.
The first time you code a document from a supplier, Datamolino stores those choices. Every future invoice from that supplier arrives with the contact, ledger account, tax code, and tracking values already filled in, so you only step in when something needs to change. Learn more about supplier defaults.
5. Pick the right export view.
Most documents export best as a single Invoice Total, which is the default. Switch to Tax Summary when an invoice has mixed VAT rates, or Line Items when you need item-level detail. Learn more about the three export formats compared.
6. Let predictable suppliers export themselves.
Once a supplier's coding is consistent, turn on auto-export and their ready documents send to your accounting software with no manual step. It only fires when the supplier already has coding rules from a previous document, and it never sends a duplicate. Learn more about setting up auto-export.
7. You will not import or export the same invoice twice.
Datamolino catches an identical file on import and stops it in Import History. It also spots when a scan and a digital copy are the same invoice, flagging the second one with a badge and a link to the original. Learn more about duplicate detection.
8. Handle a whole batch at once.
Review, code, and export up to 200 ready documents in one go instead of opening them one at a time. Learn more about bulk exporting documents.
9. Find any document across every folder.
The search bar at the top looks across all the folders you can access. Type at least three characters, such as a supplier name, an invoice number, or an amount, to jump straight to it. Learn more about advanced search.
10. Read the original email a document came from.
When a document arrives by email, open the original message right from the document to see the sender, the body, and any attachments. This is useful when a client leaves coding instructions in the email. Learn more about viewing the original email and its attachments.