Customer/Project and Class are two independent QuickBooks tracking features you can assign alongside your other coding - at the document totals level or per line item - so everything is in place by the time you export.
Tracking by Customer or Project
Customer/Project tracking lets you assign an expense to a specific customer or project in QuickBooks Online - either to track costs, or because you plan to invoice the customer for that expense later.
👉 Where do I find the Customer/Project field in Datamolino?
In Datamolino, this field is labelled Billable - Customer. Despite the name, it covers both customers and projects - select whichever applies to the transaction.
👉 Why don't I see the Customer/Project field on my documents?
The field only appears when your QuickBooks Online account has Track expenses and items by customer turned on. If that setting is off, the field is hidden in Datamolino.
👉 What is Billable status and how does it relate?
Billable status takes the tracking one step further. Assigning a customer or project and marking an expense as billable are two closely related but different things:
You can assign a customer or project without marking the expense as billable - for example, to track costs against a project without invoicing for them.
If you want to invoice the customer for the expense, also set the Billable status to Billable.
👉 What if the customer or project I need isn't in the dropdown?
The list is synced from your QuickBooks Online account. If a customer is missing, add them in QuickBooks Online first and then refresh the connection in Datamolino.
Tracking by Class
Class is a separate tracking category used to segment your business - for example by department, location, product line, or service type. It has no connection to the Customer/Project field or Billable status. You can assign a class to any transaction, whether or not it is linked to a customer or marked as billable.
👉 Where do I find the Class field in Datamolino?
The Class field appears in the coding area alongside other coding options such as ledger account and tax code. If you don't see it, class tracking hasn't been enabled in your QuickBooks Online settings yet.
👉 Do I need to enable class tracking first?
Yes - Class tracking needs to be turned on in your QuickBooks Online settings before classes will appear in Datamolino. It is available on QuickBooks Online Plus and Advanced plans only. Once enabled, the Class dropdown will populate automatically in Datamolino.
👉 What if the Class I need isn't in the dropdown?
The list is synced from your QuickBooks Online account. If a Class is missing, add it in QuickBooks Online first and then refresh the connection in Datamolino.
Setting defaults for Customer/Project and Class
If you find yourself assigning the same Customer/Project or Class to documents from the same supplier, or to all documents in a folder, you can set defaults so Datamolino pre-fills these values automatically.
👉 Setting defaults by supplier
Go to the document, open Automation, and find the supplier under Invoice Coding. You can set a default Customer, Class, and Billable status. Every future document from that supplier will be pre-filled with those values.
👉 Setting defaults by folder
Go to Folder Menu > Accounting & Automation > Integration and set a default Project, Class or Billable status. Every new document added to that folder will be pre-filled with those values automatically. You can also lock Class for folder.
👉 Which takes priority - folder default or supplier automation?
Supplier automation takes priority over the folder default. If a supplier has a Customer or Class set in their automation rules, that value will be used. The folder default applies where no supplier rule exists.
👉 Can I have different defaults for different folders?
Yes. If your folders are organised by job site, client, or department, you can give each its own default Customer/Project and Class. Documents stay grouped by folder and each one exports with the correct tracking values already in place - no manual coding needed.
👉 Can I still change the values on a single document?
Yes. Defaults pre-fill the fields but you can override them on any individual document before exporting.
👉 Who can set these defaults?
Supplier automation is available to all users who can access the document. Folder defaults require you to be a folder admin.