A Datamolino alternative with line items built in.
ExpenseFlow vs 
Datamolino meters capture per account: 100, 250, or 500 documents a month, with line-item extraction reserved for higher-priced plans. ExpenseFlow extracts every line of every document by default, on every plan, drawing on one firm-wide pool of document tokens.
No credit card required. Connect Xero or QuickBooks Online and process your first receipts in minutes.
ExpenseFlow vs Datamolino,
sourced and side by side.
Every Datamolino claim below is sourced from Xero or Datamolino's own documentation. We did not summarise from memory.
ExpenseFlow
Datamolino's own pricing page draws the line: line-item extraction sits on separate, higher-priced plans, above the standard header-level tiers.
↑ Source: Datamolino, business pricing page
The same Bunnings bill,
extracted two ways.
A real workshop invoice with six line items across two GL codes. Watch what reaches Xero from each tool, and what you would have to do next.
Four reasons,
in their own words.
Drawn from migration conversations with practicing bookkeepers running Xero. The pain on the left, ExpenseFlow's answer on the right.
From Datamolino to ExpenseFlow
in three steps.
There is no data migration. Historical bills stay in Xero. You only change the inbox you forward invoices to going forward.
Day one: move one metered client.
Pick the client who keeps blowing through the document cap. Point their supplier invoices and receipts at a unique ExpenseFlow address, map their Xero account once, and let both systems run side by side for the week.
Week one: compare the drafts.
ExpenseFlow holds each document in its review queue, line-coded with the source attached, and syncs it to Xero as a draft once approved. Check its line splits and tax treatment against what your Datamolino rules would have produced, and correct anything you disagree with; corrections stick per client.
After: retire the rules, keep the history.
Documents already exported by Datamolino stay in Xero with their attachments. Once the drafts pass your spot-checks, point the remaining clients' capture at ExpenseFlow and stop maintaining supplier rules.
Questions bookkeepers ask
before they leave Datamolino.
Two things: where line items sit in the pricing, and how coding decisions are made. Datamolino reserves line-item extraction for its higher-priced plans and applies coding through automation rules you define per supplier. ExpenseFlow extracts and codes every line on every document by default, and tax treatment comes from a deterministic rules engine written against HMRC, ATO, IRD, CRA, and IRAS guidance.
As of July 2026, Datamolino's header-level business plans are $20, $35, and $65 per month for 100, 250, and 500 documents, with overage around $0.26 to $0.30 per document and line-item plans priced higher. ExpenseFlow is priced per client in USD after a 30-day free trial: each client adds document tokens to one firm-wide pool, line-item extraction is included on every plan, and overage is per token at published rates with alerts at 80% and 100% before it applies.
Yes. The whole firm works under one account with role-based access (admin, reviewer, viewer), and pricing is per client rather than per seat. Datamolino also offers unlimited users; the difference is that its meter sits on document volume instead.
No. Statement-to-CSV conversion is a genuine Datamolino feature that ExpenseFlow does not offer. ExpenseFlow processes bills, receipts, and statements into coded Xero drafts; if standalone statement conversion is central to your workflow, keep a tool for it.
Backlogs draw on the firm-wide token pool, so a client's 900-document catch-up is absorbed by unused headroom from the rest of the portfolio before anything else happens. You are alerted at 80% and 100% of the pool, and volume beyond it is charged at the published per-token rate rather than forcing a plan jump; every document is still line-coded and queued for your review.
They stay exactly where they are: exported documents live in Xero, QuickBooks, or FreeAgent with their attachments. ExpenseFlow starts from the day you point capture at it; there is no migration of historical data.
Thirty days free.
No data migration.
Start today. Forward one client's bills to a unique ExpenseFlow inbox. Map their Xero org once. See line-level drafts in your queue within an hour. Cancel any time during the trial.
Other alternatives,
and the regional deep dives.
Replacing ApprovalMax
ApprovalMax routes approvals; data capture is a paid add-on. ExpenseFlow captures and codes every line natively, then posts Xero drafts for review.
Replacing AutoEntry
AutoEntry doubles the credit cost on line-item invoices and the credits expire. ExpenseFlow codes every line by default, no credit packs, no expiry.
How the Xero integration works
Scopes, sync cadence, tax codes per line, tracking categories preserved.
ExpenseFlow · United Kingdom
HMRC-aligned VAT, MTD-ready, line-by-line. Reverse charge handled.
ExpenseFlow · Australia
BAS-ready GST with G1 to G19 labels intact. The Six AU miscodings explained.
ExpenseFlow · New Zealand
IRD-aligned 15% GST handling, line-by-line. The Six NZ miscodings explained.
ExpenseFlow · Canada
GST/HST/PST across every province. Recoverable vs non-recoverable split.
ExpenseFlow · Singapore
IRAS-compliant GST. Reverse charge, customer accounting, Reg 26 blocked.