Exporting to accounting software: how it works

The folder must be connected to accounting software before Datamolino can send documents directly to it. Direct export is available for connected Xero, QuickBooks Online, and FreeAgent folders.

Make sure the ledger account and tax code are filled in correctly and that numbers match. For connected folders, the supplier must also be matched to a contact in your accounting software. Mandatory fields that need to be selected are outlined in amber colour.

Datamolino creates the matching record in your accounting software based on the document type and export settings. For example, an invoice, credit note or receipt can be sent as a different accounting record depending on the connected system and folder setup.

If your subscription includes line items, Datamolino can include individual line item data. Choose your desired export option from the radio button selection

Export options 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 before they can be sent.

Exports can fail for a few reasons - missing details like a ledger account or tax code, or an issue on the accounting software side (for example, an inactive contact). There will always be an error message explaining what went wrong. For more information see [LINK-TODO: export errors]

The document status changes after export, and Datamolino stores the export package and accounting software reference. You can use the document status, document history, or Export history to check what happened.

Yes, if auto-export is enabled for the supplier. When auto-export runs, Datamolino sends eligible documents automatically after they become ready or after approval, depending on the folder setup.