How to organise Datamolino folders for clients and document workflows

Organise the accounting entity before the document stream

Create folders around the accounting entity and the team that prepares its records. Give each folder a name that makes its purpose clear to the people who collect, review and export documents. Do not use a folder name as a substitute for a client handover agreement.

Before inviting suppliers or clients, decide which connected accounting organisation the folder serves and who owns its routine review. That decision keeps supplier defaults, contact notes and document history in the context where the team expects to find them.

Keep one route for each invoice

Copy the folder’s Purchases address when suppliers send invoices by email. Use the agreed receipt route for receipts and the separate bank-statement upload route for statement PDFs. An invoice email address is not a bank-statement import route.

Avoid sending the same invoice through several routine routes. Give someone responsibility for Stopped Emails, missing documents and unfamiliar senders. The email routing guide explains the folder address and sender checks.

Know which knowledge stays in its folder

Supplier defaults, keyword rules and Contact Notes support the work in their configured folder. A recurring supplier can still need a different treatment for a different client or business. Review a change before saving an instruction that will repeat it.

Keep the client’s broader operating agreement outside an individual contact note. The agreement should name document collection, purchase questions, approval and final accounting handover.

Give each folder a short operating record

Record the practical answers beside onboarding notes:

• Who supplies invoices and receipts, and through which route?
• Who checks stopped emails and missing documents?
• Who prepares accounting fields and reviews saved coding?
• Which purchases need approval, and who follows up a paused decision?
• Who checks export outcomes and handles exceptions?

Give bank statements and supporting files a clear home

Bank statements follow their own upload, review and export process. Supporting contracts and general documents can be stored in Files when that fits the team’s setup. Keep each area’s purpose clear so an invoice does not disappear into a place nobody reviews.

Test before expanding the structure

Send one real invoice and one exception through the planned route. Confirm the document arrives in the correct folder, the intended people can take the next action, and the accounting record reaches the expected organisation. Expand the structure after the routine route and the exception route both work.