What this article covers
How Keyword Rules work
Setting up a Keyword Rule
Expanding rules to cover your whole folder
Composite vs Exclusive Keyword rules
Keyword rules tips & tricks
How Keyword Rules Work
👉 What does a Keyword Rule actually do?
When Datamolino processes an invoice, it scans the line item descriptions for any keywords you've defined. When a match is found, Datamolino automatically applies the coding you've set for that keyword - so you don't have to code that line manually.
👉 Where do Keyword Rules live?
Rules are set up per supplier / customer contact through the Automation button in Datamolino or for the entire folder in Folder Menu - Accounting & Automation - Line item rules. Once created, a rule applies automatically every time a matching keyword appears in the line item description we captured.
Setting Up a Keyword Rule
👉 How do I create a new rule?
Open any document of the relevant contact in Datamolino
Click the Automation button
Select Line Item Automation - Keyword rules - Add new rule
Enter the keyword you want Datamolino to detect — for example: shipping, lease, or office supplies
Set the conditions and assign the appropriate coding
Save the rule
👉 Can I set up more than one rule?
Yes. You can add as many rules as you need, each with a different keyword and coding. Rules are independent of each other, so each one is checked separately against the line item descriptions.
👉 How do I know the rule is working correctly?
After saving, review the rule in the Automation panel and test it against a description by entering a description you want to test and clicking on Test rules.
This lets you confirm the keyword is being matched and the coding is applied as expected before the rule runs on live documents.
Expanding Rules to Cover Your Whole Folder
👉 My rule is set for one supplier - can I apply it to all invoices in the folder?
Yes. Any rule created for a specific supplier can be promoted to a folder-level rule. This means Datamolino will search for that keyword across all documents in the folder, regardless of supplier, and apply the coding wherever it finds a match.
You can convert a contact rule into a folder rule by going into Automation of the contact - Line item Automation - Keyword rules - 3 dot menu of the rule - Convert to folder rule.
👉 How do I view or manage folder-level rules?
Go to the Folder Menu - Accounting & Automation and select Line Item Rules.
This shows all rules currently active at the folder level, where you can review or adjust them.
Exclusive versus Composite keyword rules
👉 What's the difference between exclusive and composite keyword rules?
Exclusive rules are the default. When an item description matches a keyword, Datamolino applies the first matching rule and stops there — no other rules are checked. Because the match is final, each exclusive rule must include both a ledger account and a tax code.
Composite rules work differently. Datamolino checks all matching rules and combines them. If one rule provides the ledger account and another provides the tracking category, both are applied together to build the final coding. Because the result is assembled from multiple rules, no fields are required in any individual rule.
👉 Can I create a rule that only sets part of the coding — like just the ledger account or just a tracking category?
Yes. To do this, switch the folder to use composite keyword rules. Once enabled, you can create rules that cover only one part of the coding — for example, a rule that sets only the ledger account, and a separate rule that sets only the tracking category.
When an item description matches more than one rule, Datamolino combines the results to form the complete coding.
👉 How can I switch to using composite keyword rules?
To use composite keyword rules, ask the administrator of your folder to change the setting in Folder Menu - Accounting & Automation - Workflow - Item coding match mode - select Composite and Save.
👉 Why can't I see the composite rules setting?
Composite keyword rules can be changed only by the folder administrator and are available only for folders connected to Xero or Quickbooks so far.
Keyword rules tips & tricks
👉How are keyword rules prioritized?
Individual rules are prioritized based on their order, which you can change using the up and down arrows in the rules list.
Supplier keyword rules have priority over folder rules.
If we don't find a match for the line item description in any of the rules, we will look for any remembered coding from the supplier's past documents.
If there is none, we will look at the general default settings of the supplier and if there are none, we will look for folder level defaults.
👉When should I use which type of rule?
Use a folder level keyword rule when a certain keyword can occur across multiple suppliers and the coding would be the same. E.g. Shipping.
Use a supplier level keyword rule for suppliers with unique items or with custom coding that differs from the folder default.
Use an "At least one condition must be met" keyword rule to create a rule for synonyms or for a group of items with the same coding.
E.g. If there is any of the following: shipping / freight / carriage, code the line item with the same ledger account and tax code.
E.g. If there is any of the following produce from a certain category: broccoli / potatoes / tomato, code the line item to the same ledger account and tax code.
Use an "All conditions must be met" keyword rule to create a complex rule which will be applied only if all keywords in the rule will be found in the item's description.
Use the "contains" condition for most rules, to make sure the rule will be matched even if there is a space before or after the keyword.
Use the "begins with" condition for characters which are otherwise pretty general, but mean a very specific thing when placed at the beginning / end.
E.g. Invoices which have * in front of items with tax. Set up a rule for "begins with" keyword "*" to automate the tax for these items.