What this article covers
Uploading bank and credit card statements
Exporting extracted data
Extraction process and quality
Duplicate statements
Error states and troubleshooting
Supported file types
Uploading bank and credit card statements
👉 How to upload bank or credit card statements?
Bank and credit card statements are uploaded separately from invoices. You need to select the correct destination during import - otherwise the file will be processed as an invoice instead.
Click Import inside your folder and select Bank statements as the document destination.
Select or drag and drop your files.
Once uploaded, click View documents.
Your statements will always appear in the Bank statements subfolder of your folder. The All Files tab shows statements in all states of processing.
Exporting extracted data
Once a statement has been processed, it shows in the Ready To Export tab in the Bank statements subfolder.
👉 How do I export a single statement?
Open the statement and click Export to CSV or Export to XLS to download it as a spreadsheet file. The two formats differ in how amounts are presented:
CSV uses a single Amount column. Debits are shown as negative values (e.g. -50.00) and credits as positive. This format is designed for direct import into accounting software with no further editing needed.
XLS uses separate Debit and Credit columns, making it easier to work with in Excel for reporting purposes.
Both formats include the following columns: Bank name, Account number, Date, Description, and Cheque number.
👉 How do I export multiple statements at once?
Select the statements using the checkboxes and choose your export option:
Export to CSV - consolidates all selected statements into one CSV file.
Export to XLS - same as above but in XLS format
Export single CSV statements to ZIP - creates a ZIP archive containing each statement as a separate CSV file.
Export single XLS statements to ZIP - same as above but in XLS format.
👉 Can I export just part of a statement?
Yes. Inside the statement detail, use the search field and date filters, then click Filter. The filtered transactions can be downloaded as a separate CSV file. This is useful when working with a consolidated statement covering a large date range and you only need a specific period.
👉 What if my folder is connected to FreeAgent?
If your folder is connected to FreeAgent, bank statements export directly - no need to download a cvs file and import to FreeAgent separately. For more information on how to export bank statements to FreeAgent, click here.
Extraction process and quality
👉 How long does extraction take?
Most statements are processed on the same business day. Processing can take up to 24 hours during business days and may take longer over weekends. Digital or native PDFs are processed faster than scanned documents.
👉 How to get best extraction results?
Extraction accuracy depends on the quality of the uploaded file. For best results:
Upload complete, legible files scanned at a minimum of 200 dpi.
Make sure the statements include the opening and closing balances - Datamolino uses these to validate that all transactions have been captured correctly.
Upload one statement per PDF file where possible.
Hand-annotated statements can be processed if annotations do not cover printed text in date or amount columns.
Duplicate bank statements
👉 What happens if I upload the same statement twice?
If the same PDF has already been uploaded to the Bank statements subfolder and is now in any state, including as deleted in Trash - it is marked as a file duplicate.
👉 How do I process a statement that was marked as a file duplicate?
You need to remove all copies of the file - including the original - before re-uploading. Here is how:
Locate the original and all copies in the Bank statements subfolder.
Select them by ticking the checkboxes.
Click Delete.
Go to the Trash tab.
Select all statements in Trash and click Permanently delete.
Re-import the statement.
Error states and troubleshooting
When Datamolino cannot fully validate a statement, it returns one of two error states.
👉 What does "review required" mean?
A review required status means Datamolino was able to extract the data but encountered an issue it could not automatically resolve. The error message inside the statement explains what went wrong. You can review the extracted data and, if acceptable, click Mark as Ready to move the statement to ready status.
👉 What does "failed" mean?
A failed status means Datamolino could not overcome the issues in the document. The extracted data is still available - you can click Export to CSV to download whatever was captured and attempt to repair it in a spreadsheet application.
👉 What causes extraction errors?
The most common causes are:
Missing pages containing the opening or closing balance, which prevents transaction validation.
Low scan quality or high compression that makes the document difficult to read.
Excessive handwriting over printed date or amount columns.
Error message reference
👉 Opening and closing balances are missing
Datamolino extracted all available table data, but the document does not include the opening or closing balances needed to validate transactions. Upload a version of the document that contains these balances.
👉 Tally check failed
The sum of transactions does not match the closing balance. Check whether any pages are missing and re-upload the complete statement.
👉 Document unreadable
The document could not be read due to poor scan quality or heavy handwriting. Review the extracted data manually or upload a clearer copy.
👉 Document not supported
The uploaded file is not recognised as a bank statement or credit card statement.
👉 Document is incomplete or inconsistent
Pages are out of order, unrecognised pages are present, or pages are missing. Datamolino extracted as much data as possible - check the file and re-upload if needed.
Supported file types
👉 What file types and sizes does Datamolino accept?
Datamolino accepts PDF files that meet the following requirements:
Minimum scan quality of 200 dpi
Maximum of 50 pages per file
Maximum file size of 25 MB