Exporting to accounting software? The folder must be connected first. Open the setup guide for your software - Xero, QuickBooks, or FreeAgent - to connect the folder.
Only need a file? If you just want the data as CSV, Excel, or the original PDF, you do not need a connected folder. See 'Export to a file instead' for the steps'
Step 1: Review the captured data and code the document
Once a document has been processed, open it to check the data Datamolino extracted and add the coding your accounting software needs. Saving the document marks it as ready to export.
During review you:
Check the extracted data - supplier, dates, invoice number, and totals - and correct anything that was read incorrectly.
Select the correct contact - match it to a contact in your accounting software, or create a new one.
Choose the ledger account -the tax code is suggested automatically based on the account.
Change the tax code if it needs to be different.
Select tracking categories or classes, if your accounting software uses them.
Mark the document as billable to a customer, if needed.
👉 How do I know which fields still need attention?
Mandatory fields that still need a value are outlined in amber. A document cannot be exported until those fields are filled in, so amber is your checklist for what to complete.
👉 Do I have to code every document by hand?
No. The first time you code a document from a supplier, Datamolino stores those choices as that supplier's automation rule. The next document from the same supplier arrives with the contact, ledger account, tax code, and tracking values pre-filled - you only edit when something needs to change. For brand new suppliers, Datamolino applies your folder defaults as the starting coding, if you have set them up.
Step 2: Export the document
Once a document is coded and saved, click the export button. Datamolino creates the matching record in your accounting software and attaches the original document to it. The record type depends on the document and your folder setup - for example, an invoice, credit note, or receipt can be sent as different accounting records.
👉 Can I control how the document is sent?
Yes, using the "Export as" drop-down on the document:
Invoice Total (default) - exports the document as one total amount.
Tax Summary - used when the document has mixed tax rates.
Line Items - exports item-level detail. This is available if your subscription includes line items.
Export to a file instead (CSV, Excel, or PDF)
When you need the data as a file rather than sent to accounting software - for offline folders, internal review, backups, or manual import elsewhere - export to a file. This is also how you download the original PDFs attached to your records.
👉 How do I export documents to a file?
Open the folder, select the documents you want, then open the Tools menu and choose Export to file. Pick the format (CSV, Excel, Data Dump, or Original Files), decide whether to mark the documents as exported, and click Export. Leave "Mark as exported" unticked if you still plan to send the documents to your accounting software afterwards.
Learn more about exporting data to a file.
What can stop an export
A few things can hide the export option or stop a document from being sent.
👉 Why might Export not be available?
Export can be hidden or skipped when the folder is not connected, the account is in post-trial status, or the document is not in an exportable state. If Approval Flow is enabled, documents awaiting approval or rejected are not exported - they need to be approved first.
👉 Why can an export fail?
An export can fail because of missing details, such as a ledger account or tax code, or an issue on the accounting software side, such as an inactive contact. There is always an error message explaining what went wrong, and the document stays in the folder so you can fix it and export again. Datamolino also runs checksum validation so totals match, and duplicate detection so the same document is not exported twice.
Learn more about Xero export errors and how to fix them or QuickBooks export errors and how to fix them.
After the export is sent
The document status changes once it is exported, and Datamolino stores the export package and the accounting software reference. You can check what happened from the document status, the document history, or Export history.
Learn more about Export history and what it shows.
Frequently Asked Questions
👉 Can Datamolino export automatically?
Yes. If auto-export is enabled for a supplier, Datamolino sends eligible documents automatically once they become ready, or once they are approved, depending on your folder setup. Auto-export needs the supplier to already have coding rules from a previous document, and it will not send a document if a duplicate is detected. Learn more about auto-export.
👉 Can I export several documents at once?
Yes. You can review, code, and export multiple ready documents from a folder in one batch. Learn more about bulk exporting documents.
👉 I exported something incorrectly - can I fix it?
You can re-export a document or undo an export when something was sent to your accounting software incorrectly. Learn more about re-exporting or undoing an export.