One database, not a ledger with a bolt-on stock system.
A common setup runs accounts in one system and bolts a separate order-and-stock system alongside it. DataFlow puts order processing, stock control, the trade ledgers and accounting in a single database.
The core difference
Two systems joined by a sync, or one database.
A bolt-on stack keeps your accounts in a ledger and adds a separate
order-and-stock system next to it, integrated so figures pass across.
DataFlow keeps trading and accounting in the same database, so
the postings happen once and the numbers never drift apart.
Side by side
A bolt-on stack vs DataFlow
Both approaches cover accounting and stock. The honest difference is
integration — two systems kept in step, or one database where
postings are automatic.
Capability
A bolt-on stack
DataFlow
Accounting & VAT
Yes — handled in the accounts system
Yes — from the same database, including VAT and MTD to HMRC
Order processing & stock
A separate system you buy and integrate
Native — orders and stock live in one database
One source of truth
Two systems kept in sync by imports
One database — postings happen automatically
Multi-company on one install
Usually one company per system, or extra licences
Any number of companies on one installation
B2B order exchange (EDI/cXML)
A bolt-on or middleware, mapped to each system
Built in — EDI and cXML PunchOut into the same orders
Bank reconciliation (Open Banking)
In the accounts system, apart from trading
Open Banking feeds reconcile against live ledgers
Authority-limit approvals
Per system, if supported at all
Checked before every posting, across the whole platform
Where DataFlow fits
An honest read on when one database wins.
When a bolt-on stack makes sense
If your accounts and your trading rarely touch — low order volumes, few stock lines, no B2B exchange — a ledger with a light stock add-on can be enough, and switching may not be worth it.
Where the two-system cost shows up
Once orders, stock and the ledger all need the same numbers, you pay to keep two systems aligned — the sync, the re-keying and the month-end reconciliation between them.
What DataFlow changes
DataFlow puts order processing, stock control, the trade ledgers and accounting in one database. Every document posts trade-ledger, nominal, stock, VAT and audit entries in one action.
FAQ
Questions about bolt-on stock systems
What is a bolt-on stock system?
It is the common pattern of running your accounts in a ledger system and buying a separate order-and-stock system to sit alongside it, then integrating the two so numbers pass between them. It works, but you own two systems and the sync between them.
How is DataFlow different?
DataFlow is one platform on one database. Order processing, stock control, the sales and purchase ledgers and the accounting all read and write the same data, so there is no import step between the trading side and the books.
Do I lose accounting features by moving to DataFlow?
No. DataFlow includes a full nominal ledger, trade ledgers, VAT and Making Tax Digital filing to HMRC and audit reporting. The difference is that these share a database with order processing and stock, rather than being a separate system you integrate.
When is a bolt-on stack still the right choice?
If your order and stock volumes are low and rarely interact with the ledger, a light stock add-on to your accounts can be enough. The case for one database grows as trading volume, stock complexity and B2B order exchange increase.
