A folder is your workspace in Datamolino. You import documents into the folder, review and code them there, and connect the folder to a QuickBooks company so exported documents land in the right place.

Most accounting firms create one folder per client. A business with a single set of books typically uses one folder, but you can create more if you want to keep document streams separate (for example, one folder per project or department).

👉 Can I use more than one folder with the same QuickBooks company?

Yes. You can connect several folders to the same QuickBooks company if that fits how you work. On a business account, the folders under your account are kept aligned to one QuickBooks company automatically. On an accounting practice account, each folder can connect to a different QuickBooks company.

👉 What do I need to connect a folder to QuickBooks?

You need to be the account owner or a manager when you first create the folder, and you need a QuickBooks Online company you can sign in to. The folder must also not be connected to another accounting software at the same time - a folder can be connected to one integration only at a time.

Learn more about connecting or disconnecting a folder from QuickBooks.

Learn more about connecting multiple folders to one QuickBooks company.

Once your folder is connected, the next step is to get your bills and receipts into it. Datamolino starts processing each document as soon as it arrives.

There are three ways to add documents:

👉 Can I upload a single PDF that contains several invoices?

Yes. Datamolino can split a multi-invoice PDF into separate documents during import. For web uploads, switch the upload option from "single" to "auto". For email uploads, add @split to the email subject line.

After a document is processed, open it to check the extracted data and add the coding QuickBooks needs. During review, you:

👉 Does Datamolino remember my coding?

Yes. The first time you code a document from a supplier, Datamolino stores those choices as the supplier's automation rule. The next document from that supplier arrives with the contact, ledger account, tax code, and any Class or Location values pre-filled. You only edit when something needs to change.

👉 Why don't I see Class, Location, or Customer fields?

These fields appear in Datamolino only when they are turned on in your QuickBooks company settings. If your company does not track Classes, Locations, or Customers, Datamolino hides those fields so you do not see options you cannot use.

👉 How can I see the Product/Service field for my bills?

To select the Product/Service for your bills, please change the Purchase item type dropdown to Items.

Once a document is coded and saved, click the Export button. Datamolino creates the transaction in QuickBooks and attaches the original document to it.

For purchase documents, you can choose one of four export types from the "Export as" drop-down on the document:

For sales documents, the equivalent options are Invoice, Credit Note, and Sales Receipt.

👉 How can I export the invoice with more detail e.g. line items?

You can export the document as an Invoice total, Tax summary or Line items.

To export the line item breakdown, select the Line items option.

👉 How can I export the invoice with Product/Service coding?

To export the as document with the Product/Service coding, please change the Purchase item type dropdown to Items. Learn more here.

👉 How do I export several documents at once?

Use Bulk Review. Select the documents you want to send, click Bulk Review, then click Export All. This is the quickest path when the extracted data is already correct and you don't need to adjust each invoice.

👉 What stops a bad document from reaching QuickBooks?

Datamolino validates totals, the contact, the ledger account, the tax code, and the export type before sending. If a document hits an export error, it stays in the folder so you can fix the problem and export again. Errors from QuickBooks (for example a currency or company mismatch) are surfaced on the document itself.

👉 Can I jump straight to the invoice in QuickBooks after export?

Yes. After a successful export, a QuickBooks link appears in the document's status bar. Click it to open the exported record directly in QuickBooks Online. You need to be signed in to the QuickBooks company you exported to.

This article covered the core workflow of getting bills and receipts to QuickBooks. The collection has dedicated articles for the steps you'll meet next: