Here’s how to keep things running smoothly and save yourself some time.
A few simple habits can go a long way — we’ve put together tips our clients use to improve their workflow and get more out of Datamolino.
Ask suppliers to email invoices directly to your folder
Share your folder’s unique email address with suppliers so they can send invoices straight to Datamolino. This removes a step from your workflow and saves you time.
👉 Detailed article on email uploads here
Submit documents regularly
Uploading documents consistently throughout the month helps avoid last-minute spikes and delays. Everything will be processed and ready when it’s time to export - no waiting around for invoices to catch up.
Scan quality matters
For best results, scan documents at 300dpi in black and white. Avoid handwritten notes, highlights, or marks on the documents - they can interfere with how data extraction.
Upload documents in supported formats
You can upload PDFs (electronic ones work best), as well as ZIP, RAR, 7z, JPG, PNG, TIF, BMP, GIF, DOC, DOCX, XLS, XLSX, and HEIC files. Emails with embedded HTML receipts are also supported — just forward them straight into your folder.
Batch scan your documents
Instead of scanning invoices one by one, you can scan multiple documents into a single PDF - it works for both single and multi-page invoices. Just keep each PDF under 50 pages to make sure everything processes smoothly.
Make collaboration easy by inviting others
You can invite colleagues or clients to folders to help with document uploads or exports. When adding someone, just choose the right role based on the access they need:
Administrators can invite or remove users and manage advanced folder settings.
Users can upload and export documents, but can’t manage access.
👉 More on inviting users here
Use the email whitelist to control who can upload
If you’d like to pre-approve the email addresses of your suppliers, clients, or team members, you can add them to the Email Whitelist. Email address added to the whitelist are allowed to upload documents to your folder without needing additional approval.
You can also whitelist an entire domain (e.g. @datamolino.com) to approve multiple people from the same trusted organisation at the same time.
👉 More on email approval here
Search for a document across all folders
Use the search bar at the top to find documents — even if you’re not sure which folder they’re in. You can search by supplier name or invoice number:
And you can also search by the invoice description, or even a line item.
