Datamolino

Datamolino captures supplier invoices, receipts, and bank statements, applies saved coding rules, routes invoices for approval, and exports checked data to accounting software. Documents can arrive by email, web upload, or mobile receipt photo; ordered PDF batches can be split into individual invoices. Approvals are included in subscriptions, with configurable workflows and decisions kept with each invoice. Line-item capture and editing are available on selected plans, including assigning accounts and tax codes to individual lines. Listed accounting connections include Xero, QuickBooks Online, and FreeAgent, alongside specialist connections. Its Capture API lets software teams upload documents, receive processing webhooks, and retrieve structured data. Bank statement PDFs are converted to transaction data and charged per page; unused invoice and receipt credit can cover bank pages in the same month. The Start plan is £17.00 per month, billed monthly and excluding VAT, for 100 bills and receipts per month, one company, and unlimited users. A 14-day trial is available. The mobile app captures documents for Purchases only; sales invoices, bank statements, coding, and exports are handled in the web app.

Datamolino covers document capture, coding, approvals, and accounting exports, with an API for software integrations. Note the mobile app’s Purchases-only capture scope and additional bank-statement and VAT costs.

Datamolino is suited to accounting and bookkeeping practices, business finance teams, and software teams integrating document capture. It offers web, mobile, and API access, with different tasks handled in the mobile app and web app.

Datamolino is an invoice and receipt capture service that routes purchases for approval and sends checked data to accounting software. It suits accounting practices, finance teams and software teams that need document processing connected to their workflows. Its broad capture and accounting features are balanced by a Purchases-only mobile app and extra charges for bank statements.

Overview

Documents can arrive by email, web upload or mobile receipt photo; ordered PDF batches can also be split into individual invoices. Datamolino reuses saved coding rules, detects duplicates and exports reviewed data to Xero, QuickBooks Online or FreeAgent, alongside specialist connections. That combination makes it useful for recurring purchase paperwork, particularly when approvals need to stay attached to each invoice.

Approvals are included in subscriptions, with configurable workflows and decisions recorded with the invoice. Selected plans also support capturing and editing invoice line items, including assigning accounts and tax codes to individual lines. Those capabilities can reduce manual coding, though line-item tools are not included across every plan.

Key features

The Capture API lets software teams upload documents, receive processing webhooks and retrieve structured data. It is a practical fit for integrating document capture into another software workflow. For bank statements, Datamolino converts PDFs into transaction data and charges by page; unused invoice and receipt credit can cover bank pages in the same month.

Stored files are encrypted with AES-256, and Datamolino says customer data is stored with Amazon Web Services in the European Union. Transfers between clients and servers use a secure channel with 256-bit SSL encryption where mobile apps support it. Support is available through in-app chat and the Help Centre.

Pricing

Datamolino has no free plan and offers a 14-day trial. Prices below exclude VAT. Unused credit does not roll over, bank statements are charged per page, and optional automatic document-splitting fees are extra.

Start, Build and Grow put a monthly document allowance behind one company; extra documents cost more once that allowance is exceeded. The practice plans instead charge per document and page, with the monthly minimum also serving as processing credit. That structure offers unlimited client companies and users, but the lower per-document rates come with a higher minimum commitment.

Platforms

Datamolino is available on Android, iOS and the web, with an API for integrations. The mobile app captures documents for Purchases only. Sales invoices, bank statements, coding and exports are handled in the web app, so mobile users who need those tasks will still need browser access.

Who it's for

Accounting and bookkeeping practices can manage documents across unlimited client companies on the practice plans. Business finance teams get approvals and accounting exports for a single company on Start, Build or Grow. Software teams can use the Capture API to add document intake and structured extraction to their own systems. It is less suitable for a mobile-first workflow that needs sales invoices, statements or coding on the go.

Pros and cons

• Pros: Approvals are included across plans, with workflow decisions kept alongside invoices, which helps teams preserve a review trail.
• Pros: Unlimited users on single-company plans and unlimited client companies and users on practice plans make seat counts less of a pricing constraint.
• Pros: The Capture API supports uploads, webhooks and structured data retrieval, serving software teams as well as accounting users.
• Cons: Bank statements are billed per page, and unused credit expires monthly, making statement-heavy or uneven workloads harder to budget.
• Cons: Mobile capture is limited to purchases; other listed tasks require the web app.
• Cons: Line-item capture is limited to selected plans, and automatic PDF-splitting fees are extra.

Alternatives

• Invoice Processing Software is the broader category for comparing tools in this space.
• Veryfi Invoices OCR API is worth considering when a freemium option matters; it has a free plan and API access, while its listed Starter plan requires a $500/mo minimum commitment.
• Dext Prepare may suit teams that prefer annual billing: its Business plan is £290 per year, billed annually, and includes 250 documents per month for 5 users.
• DocuClipper Invoice Approval is another option for invoice approval and document processing.
• Tungsten Power PDF is an alternative for desktop PDF creation, editing and conversion.
• Circulus is another paid accounts-payable automation option.
• Gemina Invoice OCR API is an API-only alternative with a free Starter plan.
• Invofox is an API, self-hosted and web option with a free plan covering 500 pages.
• Nanonets Invoice OCR is another option with a free plan and API access.

Verdict

Choose Datamolino if your practice or finance team needs purchase document capture, approvals and accounting exports in one workflow, or if your software team needs a document-processing API. The included approvals, unlimited users and practice tiers are its strongest case. Look elsewhere if mobile staff must process more than purchases, or if per-page bank-statement fees and monthly credit expiry do not suit your workload.