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Not applicable

Exporting all attachments

Hi everyone,

 

Is it possible to batch export all attachments (PDF bills and other files) that were uploaded to Quickbooks?

 

If so, will their filename be the journal entry or purchase number?

I am asking because once a fiscal year ended, we would like to make backups of all the files and store them securely on our private servers. If there is a government audit, we would like to easily find the invoices and supporting documents associated with each transactions.

 

Best regards

19 Comments
QuickBooks Team

Re: Exporting all attachments

Hello again glcpa,

 

Having backups of your businesses transactions and data is a great idea, especially for if those audits happen. I know how important it is to be prepared for those situations and will do what I can to help you.

 

In QuickBooks Online, it's possible to use the Export Data feature to export the following reports and list items.

  • General ledger
  • Profit and loss
  • Balance sheet
  • Trial balance
  • Journal
  • Customers
  • Employees
  • Suppliers

To use this feature, click the Gear icon and choose Export Data. Toggle the button to green for the ones you'd like to export, and then choose Export to Excel. The data will export as a .zip file with your company name and the date of export. The individual excel documents are named for the report or list they contain information for.

 

Beyond this feature, you're also able to export other reports in the Reports tab. This will allow you to keep information of your transactions and other business data on record. For instance, the Transaction List by Customer report, and other transaction reports like it, give you the breakdown of transactions and the other relevant information.

 

To have copies of the transactions themselves, open them up and use the Print or Preview option to download PDF copies. When you hover in the print preview pane, it brings up the option to download.

 

Take a peek at the export data out of QuickBooks Online article to learn more.

 

That should get you on your way. I'll be here should you have more questions.

Not applicable

Re: Exporting all attachments

Hi Laura,

 

Are the attachments also possible to export?

 

Best regards

QuickBooks Team

Re: Exporting all attachments

If you don't have the files attached to your transactions already saved on your computer or phone, you can save them by going to a transaction, opening it up, and then clicking the attachment link. This will open the attachment for you to view, at which point you can save it from your browser.

Not applicable

Re: Exporting all attachments

That's a terrible solution. we need to be able to export and or save all attachments. Not one at a time.

QuickBooks Team

Re: Exporting all attachments

I hear what you're saying and know it's ideal to be able to export all the information you'd like at once, including attachments. I'll share this feedback with the product development team for consideration in future updates. Our goal with QuickBooks Online is to help save you time and keep things simple.

Not applicable

Re: Exporting all attachments

I just found this:

https://community.intuit.com/questions/1749627-print-report-with-attachments

 

Easy export of all the attachments.

It works!

Not applicable

Re: Exporting all attachments

the guide is no longer avaialable :(

Moderator

Re: Exporting all attachments

Don't worry about it, mrxchd.

 

I can give you the steps in exporting the attachments. Here's how to do it:

  1. Click the Gear icon in the upper-right corner and select Attachments.
  2. Mark the attachments you want to export.
  3. Click the Batch actions button and select Export.
  4. Extract the downloaded zip file to your computer.

You can also export other data from your company by following the steps in this link.

 

Let me know if you need anything else. 

Not applicable

Re: Exporting all attachments

That is really helpful - thanks. However;

1) I take it there isn't a way to filter so you only download e.g. sales invoices

2) the zip file puts all the documents in their own folder so it is still a pain to collect them all together. Is there any way to prevent hundreds/thousands of folders being created?

QuickBooks Team

Re: Exporting all attachments

Hi Jolo35, 

 

If you'd like to filter the attachments by transaction type for download, click the column that says Type above the list of attachments. Then, check the boxes next to the type of transactions you'd like to export. Then follow the instructions above to export them. 

Whether these files go to the same folder or one single folder may depend on your computer and settings. If they come through individually, I recommend creating a 'parent' folder to store them all in the same location for your convenience. 

Not applicable

Re: Exporting all attachments

Thanks - all sorted

Not applicable

Re: Exporting all attachments

Is there a way to do the steps above using QB Desktop? My company does not have any plans to move to QBO.

QuickBooks Team

Re: Exporting all attachments

Hi there. I want to make sure we're on the same page. What are you looking to accompish? Feel free to be as detailed as possible. I'll be happy to help. 

Not applicable

Converting Quicken to Quickbooks Pro Desktop

When converting a quicken file to QB Pro Desktop (using utility in QB), it does not seem that the attachments came through (in Quicken, we save a pdf of the invoice when we write a check).  What do we need to do to make sure the attachments get into QB?

QuickBooks Team

Re: Converting Quicken to Quickbooks Pro Desktop

Hello kaufmannrl,

 

Great question! It's awesome that you're beginning to use QuickBooks Desktop Pro for your business and I'll do what I can to help you get sorted out.

 

It sounds like you're using the Import tool by going to File > Utilities > Import in QuickBooks Desktop. If so, that's perfect. There isn't a conversion tool for transferring the Quicken file to QuickBooks Desktop, meaning you may need to reinput some data that isn't imported during the switch. Attachments are one thing you'll likely need to re-add to your transactions. Check out more about importing here: Import/export overview

 

If you'd like help with setting up your QuickBooks Desktop file, don't be afraid to reach out to our phone support team. They'll be able to get you on track and using the program in no time. Just dial 1-877-772-9158. Support for Desktop Pro is available 24/7, so you can call at your convenience. Learn more about support here: Intuit QuickBooks Desktop software support policies

 

I hope that helps! Have a great week.

Not applicable

Downloading Attachments on Qb Desktop Version

Is there a way to download all the Vendor W9's which have been attached to the vendors master in QB desktop version. We are being audited and they want all Vendor W9's to be sent to them.  Also, can I download Vendor Bill attachments? 

 

Thanks,

 

QuickBooks Team

Re: Downloading Attachments on Qb Desktop Version

Hello YCORP,

 

Based on your mention of W9s, it sounds like you're using the US version of QuickBooks Desktop. This thread is relating to QuickBooks Canada functionalities. Don't worry, I'll get you to the right place. I'll transfer your question over to my US colleagues so they can help you get the information you need for your audit.

 

In the future, the easiest way to make sure you're in the regional section of the community you need is to check the flag at the top of the community.

 

Hang tight and someone will be with you as soon as possible!

QuickBooks Team

Re: Downloading Attachments on Qb Desktop Version

Hello there, YCORP.

 

Downloading the W9 form for vendors isn't possible in QuickBooks Desktop. However, you can manually enter your contractor's information in the contractor's profile.

 

Here's how:

  1. Go to Vendors at the top menu.
  2. Select the Vendor Center.
  3. Find your contractor's name and double-click.
  4. From the Address Info tab, fill in the required information.
  5. Enter other necessary information.
  6. Click Save.

You can also visit this IRS website to get all the information you need to know about W-9: Forms and Associated Taxes for Independent Contractors.

 

In terms of downloading vendor bill attachments from QuickBooks Desktop, this option unavailable. I'd like to share this idea to our developers. This way, will be able to determine those features that your business need the most. 

 

Should you need more help with anything about QuickBooks, feel free to get back to me and I'd be glad to assist you further.

Not applicable

Re: Exporting all attachments

The batch action exports some attachments into a zip file... But not all of them. Out of hundreds of attachments, only 97 files were downloaded. I can't tell what not downloaded and what were not from the full list of attachments... Please, anyone has a solution for this?