What this article covers
Setting up your workspace with folders
Importing bills and receipts
Reviewing and coding documents
How automation learns and saves time
Splitting bills
Exporting to Xero
Built-in safety controls
Bank statement processing
What are folders and how are they used in Datamolino?
Folders are how you organise documents and assign user access in Datamolino. You can structure folders by project, location, department, or based on your business needs.
If you're an accounting firm managing multiple clients, each client typically gets their own folder. Each folder acts as a dedicated workspace where documents are imported, reviewed, and exported.
In most cases, one folder connects to one Xero organisation, but you can create multiple folders connected to the same Xero organisation if needed.
Learn more about connecting folders to Xero
How do I add bills and receipts to Datamolino?
Bills and receipts can be added to Datamolino using three different import methods.
The import methods are:
Email - each folder has a unique dedicated email address assigned
Web upload - manual upload from your device using the 'Import' button
Mobile app - useful for capturing documents on the go
Once documents are added, Datamolino automatically starts processing them.
Learn more about importing documents
Can I import one pdf with multiple invoices in it?
If a PDF contains multiple invoices, Datamolino can automatically split it into separate documents during import.
To enable splitting:
For web uploads - switch from "single" to "auto" in the upload options before importing
For email uploads - add @split to the email subject line when sending the document
Learn more about auto split
How do I review and code a document?
To review a document, open it and complete the required coding fields.
During review, you:
Select the correct Xero contact, or create a new one
Choose the ledger account; the tax code is suggested automatically
Change the tax code if needed
Select tracking categories if they are used in Xero
Select a customer if the document should be marked as billable
Once saved, the document is ready for export.
How does Datamolino automate supplier coding?
Datamolino remembers coding choices per supplier.
When you code a document from a supplier for the first time, those settings are stored as supplier automation rules. When a new document from the same supplier arrives, the contact, ledger account, tax code, and tracking settings are automatically pre-filled.
You only need to edit the document if something is different from the usual pattern.
Learn more about automation rules.
What happens when a document arrives from a new supplier?
When a document arrives from a supplier Datamolino hasn't seen before, it applies folder default settings as the initial coding. These defaults provide starting values for contact type, ledger accounts, and tax codes.
Folder defaults are optional. If you don't configure them, you can code the document when it arrives and Datamolino will remember that coding for future documents from the same supplier. Setting up folder defaults is useful when most of your suppliers follow a consistent pattern, but it's not required.
To configure folder defaults:
Go to Folder menu - Preferences
Open Integration settings
Set your default coding rules and save
Can I view and adjust supplier automation rules?
Automation rules are controlled inside individual documents. You can review and change:
General settings for supplier
Invoice coding
Line items automation for supplier (keyword rules and bill split)
This allows you to fine-tune automation over time.
To access supplier automation, click on the 'Automation' button above the Xero contact field.
Can different line items have different coding?
Line items can be coded individually when you export a document using the Line Items export option. When you code a line item, Datamolino remembers that coding for future documents based on the item description.
Automation for line items works in two ways:
Exact description matching - when line items have consistent descriptions that never change, Datamolino automatically applies the same coding each time
Keyword rules - matching keywords instead of requiring exact text matches
Most line items are handled through exact matching, while keyword rules cover variations and exceptions.
Learn more about working with line items.
Learn more about keyword rules.
Can I split a bill without exporting all the line items?
To split a bill without using the individual line items, use the bill split feature. Bill split divides a document's total into multiple lines, with each line coded to different accounts or tracking categories.
This is useful when you need to split a document in your own way, such as allocating a car lease across departments, applying specific VAT treatment to portions of a bill, or dividing shared costs between projects.
When you create a bill split, you define how the total amount should be divided and how each portion should be coded. Bill splits can be defined by:
Percentage - allocate portions as percentages of the total (e.g., 60% to one account, 40% to another)
Set amounts - specify exact amounts for each split line
Or combination of both percentage and set amounts
All split fields feature a built-in calculator to help you with calculations.
Learn more about bill split.
How do I export documents to Xero?
To export a document to Xero, review and code it first, then click the export button. When exported, Datamolino creates a transaction in Xero and automatically attaches the original document to that transaction.
Datamolino offers three export options depending on how the document should be recorded:
Invoice Total (default) - exports the document as a single total amount
Tax Summary - used when a document contains mixed tax rates
Line Items - used when item-level detail is required
To switch between the views, click on the 'Export as' drop-down menu.
Can I export documents to Xero automatically?
Auto-export sends documents to Xero automatically without requiring manual review. When a document arrives from a supplier with established coding rules, Datamolino exports it directly to Xero.
Auto-export only works when all of these conditions are met:
Supplier coding already exists - the supplier has been coded at least once before
No duplicate detected - the document has not been previously exported
If any condition fails, the document remains in the review queue for manual processing.
To turn auto-export on for all future imports from the supplier, switch the auto-export option on inside the document view.
Can I review and export documents in bulk?
To review and export documents in bulk, use the bulk review feature. Select multiple documents and apply coding changes or export actions to the entire group.
In bulk review, you can:
Edit coding for multiple documents at once
Export documents by group
Export all selected documents at once
Learn more about bulk edit.
Are there any safety checks to ensure accounting accuracy?
Datamolino runs automatic safety controls in the background to protect your accounting accuracy. These controls validate data and prevent common errors.
Safety controls include:
Checksum validation to ensure totals always match
Duplicate detection to prevent exporting the same document twice
Learn more about checksum validation.
Learn more about duplicate detection.
Can bank statements be processed in Datamolino?
Bank statements can be processed in Datamolino, though they follow a different export workflow than bills and receipts. To process bank statements:
1. Upload the statement manually from your device
2. Datamolino automatically processes the statement
3. Export individually or combine multiple statements into a single CSV
4. Import the CSV file into Xero
Learn more about bank statement processing.