Upload a bank or credit card statement
Statements are uploaded into a dedicated Bank statements subfolder inside the folder, not into the main document list.
Open the folder and click Import.
Choose Bank statements as the document destination.
Drag and drop your files, or select them from your device.
Click View documents once the upload finishes.
Uploaded statements show up inside the Bank statements subfolder.
👉 How long does extraction take?
Most statements are processed within one business day. Digital, native PDFs (rather than scans) are extracted faster. Statements requiring manual review will take longer if imported outside of EU working hours and business days (Mon-Fri).
Export to FreeAgent
Once a statement has been extracted and is in the Ready To Export tab, you can push its transactions directly into the matching FreeAgent bank account.
Make sure that your folder is connected to FreeAgent.
In the Bank statements subfolder, open the Ready To Export tab.
Select the statement and click Export to FreeAgent.
Datamolino matches the statement's account number with the correct bank account in FreeAgent and uploads the transactions.
👉 What if the bank account is not in FreeAgent yet?
The bank account has to exist in FreeAgent first. Datamolino looks up the account number from the statement and matches it against the bank accounts in your connected FreeAgent company. If there is no match, the export fails with a "bank account not found" error - add the account in FreeAgent, then refresh your FreeAgent connection in Datamolino so the new account is picked up.
👉 What happens when I re-export a statement?
If a statement is reprocessed in Datamolino and exported again, FreeAgent will only detect duplicates when the transactions are identical (same date, amount, and description). To avoid duplicate transactions in FreeAgent, delete the original transactions in FreeAgent before re-exporting from Datamolino.
👉 What if the export fails?
A dismissible error message appears in the app with the reason - for example, a missing bank account or an error returned by FreeAgent. Fix the underlying issue and try the export again from the Ready To Export tab.
Optional export to CSV
If you would rather work with the data outside FreeAgent, you can export the extracted transactions to CSV. This is also the only way to recover transactions from a statement that could not be fully processed.
From the Bank statements subfolder you can:
Combine multiple statements into one CSV file.
Export individual statements as separate CSV files.
Inside a single statement you can also filter by date or keyword and export just the filtered result.
The extraction process and supported files
To give Datamolino the best chance of a clean extraction, follow these guidelines:
Include the pages with opening and closing balances - they are used to validate the transactions.
Use digital or native PDFs where possible. They extract faster and more accurately than scans.
Avoid handwriting over dates or amounts.
Supported file types:
PDF format.
Up to 25 pages and 25 MB in size.
Scans at 200 dpi or better.
Troubleshooting and errors
Datamolino flags issues at two levels of severity:
Review Required - extraction worked but the statement needs a check. You can mark it as ready if the issue is not critical.
Data extraction failed - the issue could not be overcome and the file cannot be exported as-is. You can still download what was captured as CSV and repair it in a spreadsheet.
👉 What does Review Required mean?
Datamolino captured all the vital data on the statement, but flagged something that needs your attention. The error message inside the document explains in detail what went wrong. The status icon on the document list shows that there is an issue.
In the document detail you will see the full error message. If the captured data is good enough to work with, click Mark as Ready to move the statement to the Ready state.
👉 What does Data extraction failed mean?
The problems on the statement could not be overcome - Datamolino cannot fully validate the transactions. You can still export what was captured to CSV to repair it in a spreadsheet. The list status icon is red.
In the document detail you will see a red error message. You can still export the captured rows to CSV to review them in your spreadsheet and repair what can be salvaged.
👉 Bank account not found on export - what should I do?
The export looks up your statement's account number against the bank accounts in your connected FreeAgent company. If there is no match, Datamolino raises a "bank account not found" error.
To fix it: open the bank account inside FreeAgent and confirm the account number matches what is printed on the statement. Add the bank account in FreeAgent if it does not exist. Then refresh your FreeAgent connection in Datamolino so the new or updated account is picked up, and try the export again.
👉 Why are some statements not fully processed?
The most common reasons are:
Missing pages with opening or closing balances - without them, Datamolino cannot validate the transactions.
Low-quality or overly compressed scans that are hard to read.
Heavy handwriting over dates or amounts.
Handle duplicate statements
A statement is marked as a File Duplicates when one or more copies of the same file already exist anywhere in the Bank statements subfolder - including statements that are currently in the Trash.
To process a statement that was flagged as a duplicate, you need to clear the existing copies first:
In the Bank statements subfolder, find the original and all copies of the statement.
Tick the boxes to select them.
Click Delete.
Open the Trash section.
Select all the statements in Trash and click Delete immediately.
Re-upload the statement you want to process.
List of error messages
The error message inside the document detail explains exactly what went wrong. The most common ones are:
Opening and closing balances are missing
Datamolino has made the best effort to extract all table data from the uploaded file, but the document is missing the opening and/or closing balances needed to validate the transactions. Re-upload a copy of the statement that includes those pages.
Tally check failed
The sum of transactions does not match the closing balance. Check whether any pages are missing and re-upload the statement.
Document unreadable
The document is unreadable due to poor scan quality or handwriting. Review the extracted data manually or upload a clearer copy.
Document not supported
The file is not a bank statement or credit card statement.
Document is incomplete or inconsistent
The pages are not in the correct order, the file contains pages that could not be identified, or pages are missing. Datamolino has made the best effort to extract what it could.
Learn more about connecting a folder to FreeAgent.