Who can move documents and what access is needed
Moving a document changes which folder it belongs to. To be able to move documents between folders, you need to have access to both.
👉 What access do I need to move a document?
You need access to the folder the document is currently in and to the folder you want to move it to. If a folder is not visible to you, it will not appear in the destination list, and the move cannot be completed. Additionally, you need to be an admin in the folder you are moving the documents from.
👉 Can I move documents while they are still being processed?
Move documents once they have finished processing and reached a stable state (for example Ready, Exported, or Needs review). Documents that are still in an active processing state behave inconsistently if moved before processing completes.
👉 Is there a limit to how many documents I can move at once?
Yes. Bulk move processes a maximum of 100 documents per operation. If you select more than 100, the action is not applied to the extra documents - move the remainder in a second batch.
Move a single document
Use this when you have one document open and want to send it to another folder.
Click the document to open its detail page.
Click the bullet point menu next to the Export & Next button
Click Move to another folder.
Select the destination folder and click Submit.
Note: Only folders you have access to appear in the selector. Once you submit, the document leaves the current folder and appears in the destination folder.
Move several documents at once
If you need to move a batch of documents, you can select them from the folder list and move them together. The limit is 100 documents per move.
Open the folder and use search or filters to narrow down the documents you want to move.
Tick the checkbox on the left of each document you want to move.
Click the bullet point menu at the top of the list and select Move to another folder
If your selection contains more than 100 documents, only the first 100 are moved. Repeat the steps to move the remainder.
Automation after transfer setting
When a folder is connected to an accounting software, it has its own automation rules - supplier defaults, ledger account, tax code, and any tracking categories. Moving a document into that folder can either keep the coding it already had or replace it with what the destination folder's automation would apply.
The behaviour is controlled by the Automation after transfer setting on the folder the document is moved from.
Enabled (default) - the document is re-coded on arrival using the destination folder's automation rules. Contact, ledger account, tax code, and tracking categories are re-applied based on how the destination folder is configured.
Disabled - the document keeps the coding it had in the source folder. Automation in the destination folder does not overwrite it.
👉 How to access the setting?
To change the Automation after transfer setting, go to
Folder Menu → Accounting & Automation → Workflow
and toggle Automation after transfer on or off as required. Click Save.
👉 What if I'm moving documents from Xero connected folder to QBO connected folder?
If the destination folder is connected to a different accounting software than the source, re-coding may change which fields are populated, because each integration uses its own set of coding fields. Review the document after the move to make sure the coding makes sense for the destination.
👉 What if the destination folder is not connected to any accounting software?
The document moves over and the integration-specific coding fields are no longer applied. Core document fields (supplier, dates, amounts, line items) are preserved.
👉 What happens to a document that has already been exported?
The document can still be moved, but it retains the link to the original export. The destination folder's automation does not re-export it.
👉 I do not see this setting - what should I check?
The setting is only visible to administrators of the folder. If you have a different folder role, ask a folder administrator to make the change, or to give you administrator access if you need to manage it yourself.