Pulsify vs Datamolino: an honest comparison for bookkeepers and product-heavy businesses

If you’re a bookkeeper or a small business owner dealing with invoices all day, you already know this feeling. Most documents are fine. Boring, even. Then a freight invoice lands in your inbox with five tax treatments, three accounts, a fuel levy, and a credit tucked in the corner. That’s where tools either help or quietly fall apart.

This comparison is for people who live in that reality.

Both Pulsify and Datamolino aim to reduce manual data entry and tidy up your bookkeeping workflow. But they’re built with very different assumptions about how messy real invoices actually are.

Let’s talk about what that means in practice.

Quick context: why this comparison matters

Datamolino has been around for a while. Many bookkeepers use it as a reliable capture and pre-accounting tool. It focuses on getting documents into Xero cleanly and consistently.

Pulsify is newer. It’s Australian-built and comes from a slightly different angle. Instead of asking “how do we extract data faster?”, it asks “how do we handle the invoices that slow teams down the most?”.

That difference shapes everything.

The core difference, in plain English

Here’s the simplest way to think about it:

• Datamolino is strong at structured capture and review before pushing data into your ledger.

• Pulsify is built for accounts payable automation where invoices vary wildly, need logic, and often need judgment.

Neither approach is wrong. But one may fit your day-to-day better than the other.

Invoice capture and data extraction

Datamolino’s approach

Datamolino focuses on extracting header data and line items with consistency. It works well when:

• Supplier formats are predictable

• Tax treatments are straightforward

• Coding rules don’t change often

You get a clean pre-accounting layer where bookkeepers can review, adjust, and approve before syncing to Xero.

For many practices, that’s enough. Especially if clients send neat invoices and don’t run complex supply chains.

Pulsify’s approach

Pulsify assumes invoices will be messy.

It handles:

• Multi-account splits on a single invoice

• Multiple tax rates across line items

• Freight, landed cost, and surcharge scenarios

• Invoices that don’t quite add up at first glance

Instead of just extracting data, Pulsify applies bookkeeping logic during processing. It’s closer to bookkeeping AI than simple capture.

That matters when invoices aren’t polite.

Freight invoices and landed costs

This is where the gap becomes obvious.

Datamolino

Freight invoices can be processed, but they usually require more manual intervention:

• Splitting freight across accounts

• Adjusting GST or zero-rated lines

• Checking totals against expectations

It works, but bookkeepers still spend time thinking through each one.

Pulsify

Freight invoices are a core use case.

Pulsify was designed around:

• Multiple tax line items on the same invoice

• Automatic allocation across accounts

• Clear visibility into how totals were calculated

For e-commerce, wholesale, and manufacturing businesses, this saves real time. Not seconds. Hours.

Approval workflows and exception handling

Datamolino

Datamolino offers a structured review process. Bookkeepers can:

• Review extracted data

• Fix errors

• Push documents through once approved

If something looks off, it’s flagged visually and corrected manually.

Pulsify

Pulsify treats exceptions as first-class citizens.

It uses confidence signals to decide:

• What can flow through automatically

• What needs a human look

• What should be blocked entirely

This is subtle, but important. Instead of reviewing everything, teams focus only on invoices that actually need attention. That’s a big shift for accounts payable automation.

Multi-entity and multi-account setups

Datamolino

Datamolino supports multiple clients and entities, but workflows tend to stay similar across them. Coding rules are helpful, but complex inter-entity logic still lives in the bookkeeper’s head.

Pulsify

Pulsify is built with multi-entity businesses in mind:

• Group structures

• Shared suppliers

• Different tax treatments by entity

• Different approval paths per entity

If you manage multiple businesses under one umbrella, this matters more than most marketing pages admit.

Integrations with accounting systems

Both tools integrate with Xero.

Pulsify also supports MYOB and is actively expanding its accounting AI integrations to suit Australian businesses that still rely heavily on inventory and service bills.

Datamolino stays focused on doing one thing well inside its supported ecosystem, which some practices prefer.

Day-to-day experience for bookkeepers

Here’s where tone matters.

Datamolino feels familiar. Calm. Predictable. It fits neatly into an existing bookkeeping process without asking you to rethink much.

Pulsify feels more opinionated. It nudges you toward letting software handle the boring logic so you can focus on judgment calls. Some bookkeepers love that. Others take a week or two to trust it.

That trust usually grows once they see how it handles the ugly invoices.

Reporting, visibility, and audit comfort

Datamolino

You get clear document trails and structured reviews. Auditors like that. So do cautious bookkeepers.

Pulsify

Pulsify adds another layer: why a decision was made.

For each invoice, you can see:

• How line items were classified

• Why certain approvals were triggered

• Where confidence was high or low

That transparency is key when bookkeeping AI starts doing more of the thinking.

Pricing philosophy

Exact pricing changes, so this isn’t about numbers.

Conceptually:

• Datamolino prices for document capture and pre-accounting efficiency.

• Pulsify prices for accounts payable automation value, especially on complex invoices.

If most of your invoices are simple, Datamolino can feel like better value. If complexity is your bottleneck, Pulsify often pays for itself quickly.

Who Datamolino is best for

Datamolino is a solid fit if:

• Your clients send mostly clean invoices

• Coding rules are simple and stable

• You want a familiar, low-friction tool

• You prefer reviewing most documents manually

Many bookkeeping firms happily sit here and see no reason to change.

Who Pulsify is best for

Pulsify shines when:

• You deal with freight, landed costs, or split invoices daily

• You manage product-heavy businesses

• You want fewer touchpoints, not just faster data entry

• You’re open to bookkeeping AI doing more of the groundwork

It’s especially useful as a companion or replacement when tools like Dext or Hubdoc struggle with complex documents.

A quick word on Dext, Hubdoc, and the bigger picture

A lot of firms don’t use just one tool anymore.

Some use Datamolino for structured capture, Dext for receipts, and still handle messy invoices manually. Pulsify often comes into those setups specifically to deal with what the others don’t handle well.

That’s not accidental. It’s where most time is lost.

The honest takeaway

This isn’t about which tool is “better”.

It’s about what kind of invoices you actually process.

If your workday is full of predictable supplier bills, Datamolino will feel comfortable and efficient.

If your stress comes from the 20 percent of invoices that take 80 percent of your time, Pulsify was built with you in mind.

And if you’re a bookkeeper thinking, “Honestly, I just want fewer fires to put out,” that difference matters more than any feature list.