Before you start: turning on Project tracking in QuickBooks
QuickBooks Projects help you track income and expenses separately for a job, client, or site - useful for construction projects, client campaigns, or regional offices. When QuickBooks is set up to track by customer, those Projects flow into Datamolino so you can assign each document to the right project before it reaches QuickBooks.
👉 Why don't I see a project field on my documents?
The project field only appears when your QuickBooks Online company has "Track expenses and items by customer" turned on. This is the QuickBooks setting that powers Projects. If it is off, the field is hidden in Datamolino because there are no projects to pick from. Turn it on in your QuickBooks Online company settings (Expenses preferences) and reconnect or refresh your folder if needed.
👉 Where do QuickBooks Projects appear in Datamolino?
In the Billable-Customer dropdown on the document. The same dropdown is used for QuickBooks Customers and QuickBooks Projects, because Projects are a kind of customer in QuickBooks. So when you assign a "project" in Datamolino, you are picking it from the Customer dropdown on the document.
Assigning a project to a purchase document
You can assign a project to a bill, expense, or other purchase document at the moment you code it - before exporting to QuickBooks.
Open the folder where the document was uploaded.
Open the document.
Pick the right project from the Billable-Customer dropdown (along with the ledger account, tax code, and any other coding fields).
Click Export.
👉 Can I assign a project line by line?
Yes. The project field is available at the document level and on each line item, so you can split one bill across several projects when you need to.
👉 What if the project I need isn't in the dropdown?
Datamolino only shows projects that exist and are active in QuickBooks. If you can't find one, check that it is set up and active in QuickBooks Online, then refresh your connection so Datamolino picks up the change.
Setting a default project for a folder
If a whole folder belongs to one project - for example, you have a folder per job site or client - you can set that project as the folder's default. Every new document added to the folder is then pre-filled with it, so project tracking happens automatically without extra clicks.
Open the Folder Menu and go to Accounting & Automation.
Scroll to the Integration section.
Set a Default Project for the folder. It appears in the same Customer dropdown used on documents.
👉 Can I have different default projects per folder?
Yes. You can create multiple folders that connect to the same QuickBooks company and give each folder its own default project - one per site, client, or job. Documents stay grouped by folder, and each folder pushes to the correct project.
👉 Can I still change the project on a single document?
Yes. The default just pre-fills the field. You can override it on any individual document before exporting.
Assigning a project to a sales invoice
Sales invoices use the same idea: the project is picked from the QuickBooks contact menu on the document.
Datamolino remembers the link: the customer name captured from the invoice is paired with the project you select, so the next invoice from the same customer is suggested with the correct project already in place.
👉 How is this different from Class or Location tracking?
Projects, Classes, and Locations are three separate QuickBooks tracking features and you can use them together. Projects come from the Billable-Customer dropdown (driven by "Track expenses and items by customer"). Class and Location are their own fields, driven by Class tracking and Location tracking in QuickBooks. If you want to fix one Class or Location for a whole folder, see Learn more about locking Location and Class in QuickBooks.