Quickbooks is one of the most popular accounting software systems and online platforms because of just how easy it is to use. The user-friendly interface, standard features, and reliable security protocols make it the go-to choice for many businesses.
One feature that many users of Quickbooks take advantage of is attachments. Attachments are files that can be added to a transaction in QuickBooks Online or Desktop and help to provide more detailed information about the transaction.
Attachments can be added to invoices, bills, payments, estimates, and sales receipts.
Attachments can be helpful for a variety of reasons. For instance, if you need to provide a customer with proof of purchase or delivery notes for an invoice, attachments can help make that process much more manageable.
In this article, we'll look at why and how to use attachments in Quickbooks. We'll also be exploring some of the best practices for using them and the options you have when it comes to securely storing your files.
How to attach documents in QuickBooks Desktop
Let's start with the most crucial step, how exactly to attach documents.
- You'll first need to select the transaction you wish to attach the document to.
- Go to the 'Add Attachment' tab, click on it and browse for your file.
- Once you've found the file you want to add, simply select it and add it.
- You'll then be able to view or delete any attachments associated with that transaction by going back into the 'Add Attachment' tab.
- You can also add multiple files at once by holding down the 'Ctrl' key on your keyboard and selecting each file you want to add.
What attachments can you add to QuickBooks?
Now that we've covered the basic process of adding and deleting attachments let's take a look at the types of files you can add in QuickBooks.
QuickBooks supports most document formats, including PDFs, images (jpeg, png, and gifs), text documents (TXT, RTF, and DOCX), and spreadsheets (CSV, XLSX, and ODS). You can also add videos, audio, and zip folders.
It's important to note that QuickBooks does not support executable files (like .exe or .dll), as these could be a security risk for your company.
Technical aspects aside, the most common attachments to translations include cheques attached to bills and receipts attached to invoices. These attachments can help archive and keep a paper trail.
If you want to know how to attach receipts to invoices in QuickBooks or how to attach a check to a bill in QuickBooks, you can follow the same basic process listed above.
How to view attachments in QuickBooks Desktop
If you need to view an attachment you've already added to QuickBooks, follow these steps:
- Open the invoice, bill or cheque you want to view the attachment for.
- Select the "Attachments" tab at the top of their window.
- If there are any attachments associated with this record, they will appear in this section.
- To view the attachment, select it and click "View" or right-click and choose "Open."
- You can also save, delete or print these attachments if needed.
Using this process, you can easily view any attachments associated with your invoices, bills, and cheques in QuickBooks Desktop.
This makes it easy to keep track of important documents related to your business finances, without needing to juggle multiple files or software programs.
Where does QuickBooks store attachments?
If you're uploading and attaching sensitive material, you'll want to know that your files are secure.
If you're wondering where QuickBooks attached documents are stored in the desktop version, all attachments in QuickBooks Desktop are stored within the Documents folder.
On most systems, this folder will be located in C:\Users\Public\Documents\Intuit\QuickBooks\<edition>\<year>.
If you're using QuickBooks Online and are wondering where QuickBooks attachments are stored in transactions online, you can rest assured that any files you attach to transactions in QuickBooks Online will be secured within a protected cloud server.
This ensures that only users with the correct permissions can access files in QuickBooks Online and that all your sensitive information is secure.
It's important to note that this also applies regardless of where you are storing your QuickBooks data, whether it be locally on a hard drive or remotely in the cloud.
So, if you're looking for secure storage for all your financial documents, QuickBooks can provide you with the peace of mind you need.
Get the best out of Quickbooks with QBox
Sharing sensitive data securely and working on projects with multiple users can be a complete nightmare of differing privileges, platforms, and security concerns.
With Qbox, you can share PDF, DOC, XLS, JPG, PNG, and other types of files as QuickBooks attachments or as separate documents.
Your QuickBooks attachments and company files are synced in lockstep to prevent any discrepancies between versions, and, with our bank-level 256-bit SSL encryption, you can be sure that your data is safe and secure.
Contact us today to find out how Qbox can help you get the most out of QuickBooks. We're here to make sure your business runs smoothly and securely with our reliable cloud services.
