Datafile Software: Empowering Accounting and Business Management

Experience the power of Datafile Software, your ultimate solution for efficient accounting and comprehensive business management.

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Business Accounting Software & Automation

Datafile Software Is Great For

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Gain a competitive edge in the wholesale industry with our specialized tools, offering Inventory Forecasting, Customer Organization Management, and Matrix Pricing capabilities.

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Elevate your manufacturing operations with our comprehensive suite of solutions, including Resource Planning, Business Alerts, Component Tracking, and Works Order Processing.

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Dominate the distribution sector with our feature-rich tools, encompassing Stock Location Management, Branch Management, Trade Counter Support, and Route Planning for streamlined operations and enhanced efficiency.

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Achieve service excellence with our suite of tools, featuring Automatic Invoicing, Route Analysis, Asset Tracking, Digital Service Forms, and Field Engineer Management for seamless service delivery.

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Integrate Systems & Automate Processes

Field Sales – EPOS – CRM – eCommerce – B2B – Service Teams

Our integrated systems seamlessly connect Field Sales, EPOS, CRM, eCommerce, B2B, and Service Teams, effortlessly integrating Datafile with our portals. This centralization of your business information enables proactive management and decision-making, all while providing unified and cohesive customer experiences.

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Datafile: Modular ERP Software Tailored to Your Needs

Datafile’s modular ERP software empowers you to purchase only what you need, ensuring cost-effectiveness and efficiency. Our system offers robust security with granular access controls to assist you in GDPR compliance while granting your users the necessary empowerment.

Designed to align with your unique workflow, Datafile is the perfect choice for thriving companies seeking enhanced control and automation. Unlike many other software systems, Datafile’s parameter-driven “on/off” functionality allows us to deliver a tailored solution that seamlessly aligns with your business processes, employee roles, and security requirements, all without the need for expensive and time-consuming system development.

Datafile: Driving Business Efficiency Through Integration

Datafile offers a multitude of integration methods that enhance efficiency across various business facets. A prime example is the seamless connection between Online Ordering, Stock Management, and Sales Order Processing.

Flexibility is at the heart of Datafile, as we support both Cloud and In-House models. You have the freedom to choose whether your Business Software operates within your organization’s IT infrastructure or in the Cloud.

With a rich history dating back to 1985, Datafile has served thousands of UK businesses. Remarkably, over 50% of our clients have remained loyal for over a decade, a testament to our enduring commitment to their success.

Datafile Modules

System Manager

The System Manager serves as the central control hub for setting up and customizing your system. It operates through parameter-driven switches that enable you to control and customize various features to meet your specific requirements, ensuring seamless and efficient system management.

Sales Ledger

The Sales Ledger streamlines the management of your sales transactions, encompassing sales invoices, credit notes, and received payments. Complemented by a robust reporting suite, it ensures comprehensive and efficient tracking of your financial transactions.

Purchase Ledger

The Purchase Ledger simplifies the management of your purchase transactions, including purchase invoices, credit notes, and payments. Supported by an extensive reporting suite, it offers comprehensive oversight of your financial transactions in a seamless manner.

Nominal Ledger

The Nominal Ledger serves as the primary accounting record for your business, housing accounts for current and fixed assets, liabilities, revenue, expenses, gains, and losses. It provides the foundation for meticulous financial tracking and reporting.


The Cashbook is your go-to tool for managing and reporting on your bank and cash accounts. It simplifies the process through defined Receipts and Payment Routines, reducing data entry by utilizing posting groups for streamlined financial management.


Our Payroll module seamlessly links to the Nominal Ledger, allowing for the accumulation of employee costs with precision. It also interfaces with Job Costing, facilitating the accumulation of posted timesheets for accurate salary calculations, ensuring a seamless and error-free payroll process.

Contract & Job Costing

Our Contract & Job Costing module is designed for precise tracking of costs related to specific contracts with customers. You can categorize costs into groups such as material costs, labor, direct expenses, overheads, or sub-contractor costs, providing comprehensive control and insight into your project expenses.

Stock Control

Efficiently manage your inventory with our versatile Stock Control module, offering support for multiple and single locations, as well as simplified management of assemblies and finished goods.

Sales Invoicer

When Order Processing isn’t necessary, our Sales Invoicer application steps in to effortlessly produce sales invoices or self-billing invoices, ensuring a straightforward and efficient invoicing process.

Sales Order Processing

Our Sales Order Processing module is expertly designed to cater to a wide range of needs while maintaining user-friendly functionality. It offers highly configurable links to email and can generate PDFs, ensuring a seamless and adaptable order management process.

Purchase Order Processing

Our Purchase Order Processing module is crafted to meet a wide spectrum of needs while remaining user-friendly. It offers high configurability based on your specific requirements, streamlining the procurement process with ease.

Batch & Serial Tracking

Our Batch & Serial Tracking feature empowers the system to meticulously record information related to individual products or batches. This ensures a comprehensive product history that is invaluable for traceability and quality control.

Works Order Processing

Our Works Order Processing module, also known as Bill of Materials, caters to companies involved in manufacturing or assembling products for customers or stock. It’s highly configurable, adapting to your specific requirements for precision manufacturing processes.

Contracts & Servicing

Our Contracts & Servicing module encompasses a range of features, including Automatic Invoicing, Pricing Uplifts, Contact Periods (Annual, Quarterly, Monthly, Seasonally, Ad Hoc), Contract Costing, and Profitability analysis. It is highly configurable to adapt to your unique contract management needs, offering streamlined and flexible contract administration.


Our integration capabilities are highly configurable to align with your specific requirements. We offer CSV, XML, and SQL capabilities for seamless data connectivity across various modules, including Sales Order Processing, Sales & Purchase Ledgers, Job Costing, Stock, and Accounts, ensuring that your business functions smoothly and efficiently.


Our Portal serves as a versatile eCommerce platform, supporting B2B, B2E, and B2C interactions. It seamlessly integrates with Datafile Matrix Prices, Stock & Sales Orders, Branch Stock, and more, offering a holistic solution. Additionally, it provides convenient links to other online services and gateways, ensuring a seamless online shopping experience.

Portal People: Your Trusted Datafile Delivery Partner

The Portal People team has proudly served as delivery partners for Datafile Business and Accounting Software for several years. This extensive partnership has allowed us to gain in-depth knowledge of the system and its versatile capabilities, while also fostering strong and amicable relationships with the author and other Datafile delivery partners.

In addition to the core system, our Portal People team has developed a suite of web-based applications that complement Datafile’s capabilities. These applications extend the system’s reach to online customers and field teams, adding significant value to your business operations. The synergy between Datafile Software and Portal People’s specialized applications creates a potent toolkit for automating and digitally transforming your business.

Portal People offers a comprehensive range of services, including initial consultancy, system design, implementation, training, and ongoing support. We also specialize in crafting customer portals and web applications tailored to your unique needs, ensuring your business operates at its full potential.

FEATURES Datafile Business and Accounting Software Logo
On Premis or In The Cloud tick
Modular System Buy Only The Modules You Need tick
Cost Efficient Customisation Through Parameter-driven “on/off” Functionality tick
MTD (Making Tax Digital) Ready tick
Training and Support Packages Available tick
Software Updates Performed tick
Integration With 3rd Party System* tick
eCommerce Integration tick
B2B Ordering and Webshop Ready tick
*3rd Party integration subject to specification.

Further Reading

Get In Touch With Matt and the Team

01323 385391