Emailing invoices into Datamolino: addresses, suppliers and checks

Copy the address from the intended folder

Use the folder for the business that receives the invoice. The main dashboard shows the universal email address below the folder name. Open Purchases or Sales to find that subfolder's dedicated address. Copy it from the interface instead of constructing it from the client's name.

The universal address sends documents to the folder's configured default document type, usually Purchases. A dedicated subfolder address specifies the destination directly, so the supplier does not need to add a subject tag. The current Help Centre instructions show where both addresses appear.

Choose direct delivery or forwarding

Direct delivery removes a handling step: the supplier emails the invoice to the folder, or copies the address while emailing you. Forwarding gives your team an opportunity to check a message before it enters the processing queue. Both routes need an owner for missing documents and unfamiliar senders.

Agree one route for each supplier. Sending the same invoice both ways creates avoidable duplicate submissions. Datamolino stops a file that has already been imported and logs it in Import History, but a single route is easier to check.

Emailing invoices removes printing and postage for the supplier and can shorten delivery time. Payment still depends on the agreed terms, invoice approval and your payment process.

Send suppliers a request they can act on

Subject: Please send future invoices for [business name] by email

From [date], please email purchase invoices and credit notes for [business name] as PDF attachments to [Purchases email address]. If you also email invoices to [our accounts inbox], copy the address above rather than sending a second message. Please include the invoice number in the subject line.

Please attach the original PDF produced by your invoicing system, rather than a photograph or a printed copy scanned again. Keep all pages of each invoice together.

Use this email route instead of sending a paper copy. For invoice queries, contact [person or team and contact details]. Our agreed payment terms remain unchanged.

Replace each bracketed field before sending, using the address copied from Datamolino. Test one invoice before asking more suppliers to change their routine. If the supplier needs to keep an existing contact copied into the conversation, explain that separately.

Route purchases and sales deliberately

Use the address beginning with purchases. for purchase invoices and the address beginning with sales. for invoices issued by your business in another system. The dedicated addresses avoid a recurring dependency on subject-line tags.

If you use the universal address, @SALES sends a particular message to Sales and @PURCHASES sends it to Purchases. Without a tag, the folder's configured default applies. Sales capture processes an existing sales invoice; it does not create a new invoice to send to a customer.

If a document lands in the wrong place, check the original route before moving it. The Help Centre notes that a document processed as the wrong type may not have all the right fields extracted. Correct the forwarding rule as well as the individual document.

Check Stopped Emails

Known account users, folder users and previously approved senders are accepted. The first email from an unfamiliar supplier or client is held in Stopped Emails, and no documents are created until it is approved. Open the envelope indicator beside the folder name, inspect the message and approve it only when you recognise the sender and expected document.

Process emails always approves the sender for that folder and releases their held emails. Process email once processes a single message without approving the sender. To approve a supplier before their first invoice arrives, add the address or the whole domain under Folder Preferences, Email Import. Approved senders apply to one folder only. The Stopped Emails guide also covers messages held as spam.

Check the first invoice from each new route

1. Confirm the supplier used the intended address and attached the PDF.
2. Check Stopped Emails for a first-time sender.
3. Open the resulting document in the correct folder. Check the supplier, invoice number, date, amounts and all pages.
4. Confirm who will review the document and, if required, approve it before export.
5. Tell the supplier when the new route is working, so they can stop using the old one.

A sent email is not proof that its attachment became a document. Give someone responsibility for this check when the usual bookkeeper is away.

Choose the right instruction for a PDF batch

Add @split to request the same automatic document splitting as Auto in web import. This separates invoices inside a multi-invoice PDF; it does not mean “make every page a separate invoice”. Use @nosplit when a PDF should stay together as one document. These instructions are documented in the Auto Split guide.

Splitting is off when no folder setting has enabled it. A folder administrator can turn Auto on for routine batches. A PDF that contains one complete invoice, with its supporting pages, should stay together. Splitting a batch is also different from extracting each line on one invoice. The automatic PDF splitting guide explains the options; inspect the result of a new supplier's batch before export.

If an emailed invoice is missing

1. Check the actual recipient address against the intended folder. Folder addresses end in @dtmln.com; @dtmin.com is a common typo.
2. Check Stopped Emails for a message awaiting approval.
3. Check Import History for a file stopped as a duplicate of an earlier import.
4. Check whether the universal address routed it to the default subfolder.
5. Check that the supplier included the invoice attachment, rather than only a message referring to it.
6. Inspect the document status before sending another copy.

If you need support, provide the folder, sender, time sent and expected invoice reference. Avoid repeated resending while the first upload is still processing. For web uploads and scan preparation, use the document preparation guide.

Keep review responsibility clear

Receiving a PDF by email does not confirm the sender's identity, the invoice contents or the payment details. Use your established supplier checks, particularly when an invoice asks you to change where a payment is sent.

A sender being allowed to submit documents is also different from an invoice being approved. Use invoice approvals when a client or manager must sign off before export.

Can I email bank statements to the same address?

No. Email import supports Purchases, Sales and Files. Upload bank statement PDFs through the Bank statements import route.