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Prep for Taxes Document Manager

by Intuit Updated 4 months ago

QuickBooks Online Accountant includes a new tab and feature named "Documents". The Documents tab is a convenient access point that allows accountants and bookkeepers to streamline their workflow.

Accounting professionals now have an unlimited cloud-based file storage option which can house the entire range of client engagement. Accountants can use this section to collect, store, and collaborate with firm members on important documents that lead up to the clients’ financial year end.

  1. Sign in to QuickBooks Online Accountant.
  2. Select the client file you wish to work on from the client dashboard.
  3. Select Prep for taxes from the Accountant Tools.
  4. Select the Documents tab.
  5. Select the current tax year.
  6. To carry forward your documents from the current tax year and push them to the next, you can choose from two options, depending on which is the best for your client:
    • Carry forward selected files or folders: Locate the files or folders you’d like to push into the next tax year and select Mark files for carry forward from the Add dropdown. Note: This must be done before the end of the current tax year.
    • Carry forward entire directory: Select Carry forward previous year from the Tools dropdown and follow the steps to pull the entire directory of files from the previous year into the current year.

 The Documents tab contains the following sections:

General: This tab allows for full customisation - users can add their own custom folders and associated folder names. Quickly copy your folders from other clients to your current client with no need to recreate folders each time you set up a new client.

Accounts: This tab mimics the chart of accounts and is specifically designed to mirror the accounts you have already created in your clients file. This ensures your documents are always up-to-date.

Note: Folders and files added to the General section are automatically arranged in alphabetical order.

  1. Select the General tab.
  2. Select the +Add new folder option.
  3. Enter a name for the new folder and select Save. The new folder displays in the folder list.

Sub folders can be added to existing folders to improve organisation of files.

  1. Select the folder you want to add a sub-folder to.
  2. Select Create sub folder from the Add dropdown menu.
  3. Name the sub folder.
  4. Select Save.

 The new sub folder displays in the folder.

Document Manager supports several file types:

  • PDF
  • Excel (XLS, XLSX)
  • JPG
  • PNG
  • GIF
  • PowerPoint (PPT, PPTX)
  • TXT

 Each file type is represented by a unique colour in the Document Manager for quick reference. The file capacity is a maximum of 300 MB per file. Larger files cannot be attached.

  1. Select the folder to attach files to.
  2. Select Add from the right dropdown menu.
  3. Select the files to attach and select Open. The file attaches to the folder.

 Tip: You can drag-and-drop multiple files directly from your computer to a folder.

You can verify that the document is present by clicking on the Account tab.
If you added the supporting document to the wrong account you can quickly amend it by dragging and dropping the document to the correct folder.

Renaming a file

Users can rename a file after it has been attached to a folder.

  1. Select the individual file to rename.
  2. Select Rename from the Download drop-down menu and select Rename.
  3. Rename the file as required.
  4. On your keyboard, press Enter to save the new name.

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