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QuickBooks Attachments – Top Tricks & Tips

Are you aware of the fact that QuickBooks allows you to upload attachments and also link them to your transactions?

This is beneficial for managing good tax records but enhances customer relations as well.

This blog post explains the fundamental basics of attachments, with some useful tips and tricks sprinkled in.

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Why use attachments?

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

How to upload attachments

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

Attachments can be uploaded in QuickBooks from four places:

  • The Attachments page

This is advisable when you wish to upload a batch of attachments and link them to particular transactions in future.

  • Individual transaction forms

This is convenient when you upload and link attachments while you’re entering a new transaction, for example, an expense, estimate, or an invoice.

  • The bank feeds page

This is used when you wish to add attachments while adding bank transactions to QuickBooks.

  • The register

This is used for register power user.

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Upload attachments on the Attachments page

Step 1:  Move to the QuickBooks Attachments page: Gear > Attachments.

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Step 2:  Drag and drop files here to get them uploaded.

OR

Click on the  paper clip to select files.

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

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Step 4:  Click to print a list of your attachments.

Step 5:  Set the columns and rows to be displayed.

Step 6:   Download an attachment.

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

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

A few tips:

TIP 1:  Attachments can be sorted by amount. Click on Edit for an attachment to enter the amount in either the File Name or  Notes field. Navigate back on the Attachments page, click the Name or Note header in order to sort by that column.

TIP 2: Scroll to the attachment preview window. Click Edit for an attachment, then click on the  Preview window and use your mouse to scroll around the attachment to zoom in on the details. Left, Right, Up, and Down arrow keys can be used.

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Upload attachments when you create a new transaction

Step 1:  You can create a transaction by clicking Create (+), for example,

Click Create (+) > Estimate to create an estimate.

Step 2:   Scroll down to the Attachments section, in the estimate form.

Step 3:  You can either drag and drop new attachments, or click  Show existing to see a list of existing attachments you can link to on the right side of the form.

TIP:  An attachment can be mailed together with the form it’s linked to. For example, to attach a photo of a project draft along with its estimate, just click  Attach to email and click  Save and send.

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Upload attachments on the bank feeds page

Step 1:    Move to the bank feeds page. Left nav > Transactions > Banking.

Step 2:  You can click a transaction to add, and then click  Add Attachment.

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Upload attachments in the register

Step 1:  Turn on the  attachments column in the register.

Home page > Registers >  table gear > Attachments.

Step 2: Click a transaction and then click  Add Attachment.
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Alright, so these were some tips and tricks on how to add attachments in QuickBooks, subscribe to our blog posts for more useful tips on QuickBooks and your favourite enterprise software.

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