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Using shared documents in QuickBooks Online Accountant

by Intuit Updated 7 months ago

QuickBooks Online Accountant firms and their QuickBooks Online clients can send and receive documents to and from one another with just a few clicks.

The features of shared documents include:

● Move and/or delete multiple documents
● Create contextual notes associated with documents and share them among accountants
● Set a document type for easier organisation
● Use View Request associated with a document from the Shared Documents list

Adding client Shared Documents

An accountant can create a client request to request documents they require from their client. Once the documents are uploaded into QuickBooks, they reside in the Documents tab.

In order to upload shared documents:

  1. Select Clients and select the client name.
  2. Select the Documents tab.
  3. From the Add documents select any of the following:
    1. Upload from this device: Navigate to the file(s) you wish to upload.
    2. Add from a mobile device: Scan the QR code with your mobile to upload the document from you mobile.
  4. Enter a note in the Add note field.
    Note: You can mention a team member with @[name] to notify them via email.
  5. Select Post.

Individual documents can be downloaded, renamed, deleted, or moved by selecting the ellipsis icon in the Actions column and selecting the applicable action.

Associating types to documents

Setting document types (for example, bank statement, invoice, and receipt) helps to keep documents organised. When a document is added, its type defaults to Other.

To change the type:

  1. In the Documents tab, select the drop-down menu in the Type column on the same line as the document.
  2. Select the Type that best relates to the document.

Document type options are:

● Bank Statement
● Invoice
● Receipt
● Other
● Unknown

Adding contextual notes to documents

You can create and view notes for one client at a time even after you’ve uploaded the document:

  1. In the Documents tab, select the icon in the Notes column on the same line as the document.
  2. Enter your note and select Post. Once a note has been added, a yellow dot is added to the Notes icon to make it easy to identify documents that include notes.
  3. Subsequent comments can be added by selecting the Notes icon again and entering a new comment.

Note: Once posted, notes and comments cannot be edited or deleted.

View requests

Once an accountant has requested a document from their client, the request is attached to the document. The accountant can select View request in the Actions column of the Documents tab to view the details of the request.

Creating and using folders

Streamline document sharing and bookkeeping using folder structures to organise documents:

  1. Select Create folder from the Manage folders drop-down menu.
  2. In the pop-up window, enter the folder name and select Create.
  3. To add a sub-folder to an existing folder, select the folder and select Create Folder under Manage folders. Enter the folder name and select Create.
  4. Select the options from the Add documents drop-down to upload a new document into the newly created folder.
  5. To move an existing document to the new folder, navigate to the Documents header to select the items to move.

Sub-folders can be accessed by selecting the parent folder.

Accountants can move files individually or in bulk to organise in folders and sub-folders.

Individual folders can be renamed or deleted using the applicable option in the Actions column.

Taking bulk actions

The bulk Download, Move, and Delete features provide the ability to manage in bulk, saving time and effort.

Use the checkbox in the Documents tab to select multiple or all folders and documents to Download, Move, or Delete in bulk.

Once the items are selected, select the appropriate action to take in order to complete the bulk action.

In the Move window, select parent folders to display sub-folders. Items can be moved to an existing folder, or you can select + Create folder to create a new folder. Select the new folder and select Move to move the item to that folder.

Document and folder access

Ability to initiate folder creationYesYes
Ability to create sub-folders within a parent folderYesNo
Access to folders they createdYesYes
Ownership of all shared foldersNoYes
View, add, delete shared documentsYesYes

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