When to export to a file
Use file export when you need a CSV or Excel file instead of sending documents directly to accounting software. This is most commonly used for offline folders, but also useful for internal review, backups, or manual import into another system.
File export is also the way to download the original PDFs attached to your Datamolino records.
Exporting selected documents
👉 How do I export documents to a file?
Open the folder.
Select the documents you want to export.
Open the Tools menu and choose Export to file.
Choose your preferred export format
Choose whether to mark the documents as exported.
Click Export.
👉 Should you mark documents as exported?
By default, Datamolino will mark your documents as exported after the file export. If you're exporting to a file for internal review or as a backup, but you still plan to send the documents to your accounting software afterwards, untick the "Mark as exported" option to keep them available for the next export.
You can also change the default behaviour for all future exports in the folder menu under Accounting and Automation → Workflow. Only folder admins can change this setting.
What each file format includes
Choose the format based on what you need to do next.
CSV creates a text-based data file
Excel creates a spreadsheet workbook
Original Files exports the original document file. If you export several files at once, Datamolino creates a ZIP archive.
Data Dump - use this option for a comprehensive overview of everything that has been extracted for the invoice.
FORMAT | WHAT'S INCLUDED | BEST FOR |
CSV - Invoices one row per document | Invoice data: Invoice no., supplier, dates, description, totals, currency.
Metadata: filename, upload date, status, link to the document | Quick data overview or import into another system |
CSV - Line items one row per line item | Same as above, plus item description, quantity, unit price, tax rate. | Analysing costs by item across invoices |
CSV - Data Dump one row per document + line items | Full supplier & customer details, all dates, payment refs, tax by rate, currency rate, line items.
Metadata: filename, upload date, uploaded by, status, link to the document | Backups or detailed analysis |
Excel one row per document | Same as CSV - Invoices | Quick data overview in a structured spreadsheet |
Excel - Data Dump two sheets: documents & line items | Same as CSV - Data Dump | Backups or detailed analysis in a structured spreadsheet |
Original Files | Original files as uploaded. Multiple documents are packaged into a ZIP archive | Archiving or sharing source documents |
Export documents by date, supplier, or other criteria
To export a specific set of documents, use the Filter inside the folder before exporting. You can filter by supplier, invoice number, PO number, description, dates, price, payment status, or document type. Once your filter is applied, click Export all to export all documents matching your criteria.
