QuickBooks attachments: tips and tricks

These tips and tricks come from QuickBooks Online Blogger Jennie.  She is a superfan of The Office, especially the accountants.  Read what she has to say about QuickBooks attachments.

QuickBooks attachments: tips and tricks

Did you know QuickBooks lets you upload attachments and link them to your transactions?

Not only is this helpful for keeping good tax records, but enhances customer communication as well.

This article explains the basics of attachments, with some tips and tricks sprinkled in.

Why use attachments?

Here are just a few examples of why you might want to use attachments:

  • Attach receipts to expenses or checks made at restaurants, hardware stores, etc.
  • Attach contracts, pictures, and drawings to estimates or invoices.
  • Attach bills to bill payments and/or checks and expense forms.  That way, you or your accountant have instant access to source documents at tax time.

How to upload attachments

Attachments can be in the form of PDFs you receive from vendors, or you can scan or snap photos of paper receipts, bills, contracts, etc.  Get these on your computer to get started.

You can upload attachments from two places in QuickBooks:

  • The Attachments page.  This is convenient when you just want to upload a batch of attachments and link them to particular transactions later.
  • Individual transaction forms.  You can upload and link attachments while you’re entering a new transaction, for example, an invoice, estimate, or expense.

Uploading attachments on the Attachments page

Go to the QuickBooks Attachments page: Gear > Attachments.

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1  Upload attachments by dragging and dropping them here.  (You can also click the 2 paper clip to select files.)

3  Export a ZIP file of, or create an invoice/expense with, multiple selected attachments.

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4  Print a list of your attachments.

5  Set the columns and rows you want to display.

6  Download an attachment.

7  Edit, delete, or create an invoice/expense with, a single attachment.

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8  This column shows which attachments are linked to invoice or expense transactions.

A few tips:

TIP:  You can sort attachments by amount.  When you click Edit for an attachment, enter the amount in either the File Name or 9 Notes field.  Then back on the Attachments page, click the Name or Note header to sort by that column.

TIP: You can scroll the attachment preview window.  When you click Edit for an attachment, click the 10 Preview window and then use your mouse to scroll (both horizontally and vertically) around the attachment to zoom in on the details.  You can also use the Left, Right, Up, and Down arrow keys.

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Uploading attachments while you’re creating a new transaction

  1. Create a transaction by clicking Create (+), for example, click Create (+) > Estimate to create an estimate.
  2. On the estimate form, scroll down to the Attachments section.
  3. You can either drag and drop new attachments, or click 11 Show existing to see a list of existing attachments you can link to on the right side of the form.

TIP: You can email an attachment together with the form it’s linked to.  For example, to include a photo of a project draft along with its estimate, just click 12 Attach to email and then click 13  Save and send.

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Notes

  1. You can sort and resize columns in the Attachments list.
  2. One last tip:  you can attach email receipts, too.  For example, Uber and Amazon send email receipts; just save them as PDF and then upload to QuickBooks!  For example on a Mac, view the email you want to save, press Command-P, and then choose 12  Save as PDF in the Print Window.

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3.  Thanks to Trevor from Real World Training and Jennifer for contributing to this article!

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