What gets synced from your accounting software
Datamolino reads settings from the accounting software your folder is connected to so the dropdowns inside each document match what you see in Xero, QuickBooks, or FreeAgent. The exact list depends on the provider.
From Xero:
Suppliers and customers (contacts)
Ledger accounts (chart of accounts)
Tax codes
Tracking categories and their options
Bank accounts
Inventory items (when inventory items are enabled on the folder)
From QuickBooks Online:
Suppliers, customers, and projects
Ledger accounts
Tax codes (only when VAT or sales tax is enabled in QuickBooks)
Classes (only when Track Classes is enabled in QuickBooks)
Locations (only when Track Locations is enabled in QuickBooks)
Billable expense settings (only when Billable Expenses is enabled)
Products/Services
From FreeAgent:
Contacts
Ledger accounts
Tax rates
Projects
If an option exists in your accounting software but is not in the lists above, it is not synced. QuickBooks fields like Classes or Locations only appear in Datamolino if you have turned the matching tracking option on in your QuickBooks company settings.
How to refresh the connection
If you added a new supplier, ledger account, tax code, or tracking category in your accounting software and it has not appeared in Datamolino, refresh the connection from the folder menu.
Open the folder that is connected to the accounting software.
Open the folder menu in the top-right corner.
Click Refresh Xero Connection, Refresh QuickBooks Connection, or Refresh FreeAgent Connection, depending on which provider the folder is connected to.
What changes after the sync
Once the refresh finishes, the new options appear in the dropdowns inside your documents - the ledger account list, tax code list, supplier list, and tracking category list all reflect what is in your accounting software at that moment.
👉 Why don't I see the new option even after refreshing?
Check that the option is active in your accounting software. Datamolino only syncs active records - inactive or archived suppliers, accounts, and categories are filtered out. If the record is active and you still don't see it, the connection may need to be re-established (see the troubleshooting section).
👉 Does the sync overwrite my Datamolino settings?
No. The sync only refreshes the reference lists pulled from your accounting software. Your folder defaults, automation rules, and document data are not changed.
👉 Will my saved automation rules still work?
Yes. If a rule points to a ledger account, tax code, or tracking category that still exists in your accounting software, it continues to apply. If you deleted or archived something in the accounting software and a rule still references it, the document will fail validation at export and you will see a clear error.
When the sync runs automatically
Datamolino refreshes the connection automatically in a few situations, so you do not always need to trigger it manually:
When you first connect the folder - all settings are pulled in during the initial connection.
When you reconnect a folder
On business accounts with multiple folders - when one folder is reconnected to a Xero, QuickBooks, or FreeAgent entity, all sibling folders on the same account are reconnected to the same entity and synced together.
If the automatic sync runs and your accounting software has changed since the last sync, the new options will appear without any manual step.
Troubleshooting
👉 What if the refresh fails or the folder gets disconnected?
If the authorization for connection between Datamolino and your accounting software has expired or been revoked, the refresh cannot complete and Datamolino disconnects the folder automatically. You will see a prompt to reconnect. Reconnect from the same folder menu and the sync will run as part of the reconnect.
👉 The option exists in Xero or QuickBooks but is still missing - what now?
Make sure the option is active and visible to the user who authorised the connection. For QuickBooks, also check that the relevant tracking option (Track Classes, Track Locations, Track Customers, Billable Expenses, or VAT/Sales Tax) is enabled in your QuickBooks company settings - if it is off in QuickBooks, the matching field will not appear in Datamolino even after a refresh.
Learn more about refreshing your accounting software connection.