What "Mark as paid" actually does
Mark as paid is a label you use inside Datamolino to keep track of which documents you have already paid. That is the whole job it does.
It is handy when you want a quick visual reminder that a bill has been settled, or when you want to filter your folder down to only the bills that are still outstanding.
👉 Does this mark the bill as paid in Xero or QuickBooks?
No. Mark as paid is just a label inside Datamolino. It does not change anything in your accounting software, and it does not sync there. Your accounting software has its own way of recording payments - use that for the actual payment record.
Mark documents as paid
👉 Mark single document as paid
If you only need to update one document, you can do it from inside the document itself.
Open the document.
In the actions panel on the right, click Mark as paid.
👉 Mark multiple documents as paid at once
Open the folder
Select the documents you want to mark using the checkboxes.
Click the Mark as paid button above the table.
Reset a document back to unpaid
Clicked the wrong button, or had a refund come through? You can flip the status back. It works the same way as marking it paid.
👉 Reset a single document to unpaid.
Open the document.
Click the dropdown arrow next to the Paid button
Click Reset to Unpaid
👉 Can I reset documents to unpaid in bulk?
Yes.
Open the folder
Select the documents you want to mark using the checkboxes.
Click the dropdown arrow next to the Paid button
Click Reset to Unpaid
Filter documents by payment status
Once you start using the label, the obvious next question is "show me everything I have not paid yet". You can do that with advanced search inside the folder - just use the Payment status filter and pick paid or unpaid.
Where the paid status shows up
Documents you have marked as paid get a small paid indicator in the folder list, so you can spot them at a glance without opening each one.
When the button is not available
The Mark as paid button does not show up everywhere. If you cannot see it, one of these is usually the reason.
You are in a FreeAgent folder - mark as paid is not available for folders that are connected to FreeAgent, so the button will not appear on any document in that folder.
You are in an offline folder - mark as paid is not available for offline folders.
The document is archived or deleted. Archived and deleted documents are read-only, so the actions panel (and the Mark as paid button with it) is hidden. Restore the document first if you need to change its payment status. See archive or delete a document for how.