Why use multiple folders for one Xero organisation
One Xero organisation can be linked to several Datamolino folders at the same time. This is useful when one company in Xero is split across multiple locations, projects, departments, or teams that you want to keep separate inside Datamolino.
A common example is a restaurant chain with two locations: each location becomes its own folder in Datamolino, with its own upload email, its own users, and its own coding defaults, while all three folders export to the same Xero organisation.
How to connect a second folder to the same Xero organisation
You connect each folder individually using the same flow you used for the first folder. There is no separate "add another folder" action - you simply start a new connection from the second folder and pick the same Xero organisation when Xero asks which one to authorise.
👉 Where do I start the connection?
From the main dashboard, find the second folder and click Connect, or open the folder and use the connect option in the folder header. Then choose Connect to Xero and select the same Xero organisation you used for the first folder. For the full step-by-step, see Connect or disconnect a folder from Xero.
👉 Do I need separate Xero permissions for each folder?
You need a Xero login that has access to the organisation, and the right to authorise apps from the Xero marketplace. The same permission covers connecting any number of Datamolino folders to that organisation - it is the same Xero connection, reused per folder.
How Business and Accountant plans handle multiple folders
How multiple folders relate to Xero organisations depends on which Datamolino plan you are on. The difference is important - on a Business plan, all your folders share one Xero organisation by design, while on an Accountant plan each folder can point to a different organisation.
👉 What happens on the Business plan?
A Business account is tied to one cloud accounting connection. All folders in the account are connected to the same Xero organisation. If you connect a new folder to a different Xero organisation, Datamolino automatically reconnects every other folder in the account to that new organisation as well, so they stay in sync.
👉 What happens on an Accountant plan?
An Accountant (accounting practice) plan can connect each folder to a different Xero organisation - typically one per client. No auto-reconnect runs when you connect a new folder, so existing folders keep their current Xero connection.
👉 Which plan am I on?
If you are not sure, your plan is shown in your account settings. Learn more about Business vs Accountant plans.
What each folder keeps separate
Even when folders share the same Xero organisation, each folder keeps its own settings. This is what makes multiple folders useful rather than just duplicating one folder.
Upload email. Each folder has its own dedicated email address for receiving documents, so suppliers or staff send invoices to the right folder automatically.
Users and access. Folder users are invited per folder. Someone working on one location does not need to see documents from other locations.
Supplier coding rules. The same supplier can have different coding rules in different folders - different account codes, tax rates, or tracking categories.
Default tracking categories. Each folder can pre-fill a different tracking category, so location, project, or department coding happens automatically when documents land in the folder.
👉 Will the same supplier behave the same in every folder?
No. Supplier rules are stored per folder. The same supplier can carry different account codes, tax rates, or tracking categories depending on which folder the document is in. This is what lets one location's electricity bill code to a different tracking category than another location's electricity bill, even though both are from the same supplier.
👉 Can different folders export to different Xero organisations?
Only on an Accountant plan. On a Business plan, all folders in the account share one Xero organisation - see the section above.