QuickBooks attachments: tips and tricks

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This article was originally posted July 17, 2015, and updated January 27, 2016.

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 four 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.
  • The bank feeds page. This is handy when you want to attach files to bank transactions as you add them to QuickBooks.
  • The register. If you’re a register power user, this is for you!
Upload attachments on the Attachments page

Go to the QuickBooks Attachments page: Gear > Attachments.

QuickBooks Attachments

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

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

Print a list of your attachments.

Set the columns and rows you want to display.

Download an attachment.

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

QuickBooks Attachments

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 Notes field. Then back on the Attachments page, click the Name or Note header to sort by that column1.
  • TIP: You can scroll the attachment preview window. When you click Edit for an attachment, click the 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.
    QuickBooks Attachments
Upload attachments when you create 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 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 Attach to email and then click Save and send. As Trevor says, “This is supercool for those who need it.”
    QuickBooks Attachments
Upload attachments on the bank feeds page
  1. Go to the bank feeds page. Left nav > Transactions > Banking.
  2. Click a transaction to add, and then click Add Attachment.
    quickbooks-bank-feed-attachments
Upload attachments in the register
  1. Turn on the attachments column in the register. Home page > Registers > table gear > Attachments.
  2. Click a transaction and then click Add Attachment.
    quickbooks-register-attachments

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 Save as PDF in the Print window.
    quickbooks-gmail-uber
  3. Can’t get enough of attachments? Here’s part 2 of our attachment tips.
  4. Thanks to Trevor from Real World Training, Jennifer, and Jeremy for contributing to this article!

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23 comments
    • Jennifer