Using shared documents in QuickBooks Online Accountant

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.

Add shared documents from clients

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 Shared Documents tab.
Note: If the QuickBooks Online client is not added, then a Documents tab will be shown.

In order to upload shared documents:

1. Follow this link to complete the steps in product
2. Select the client name.
3. Select the Shared Documents tab.
4. Select the Add documents ▼ dropdown, then select any of the following:
   1. Upload from this device: Select the file(s) you wish to upload.
   2. Add from mobile device: Scan the QR code with your mobile to upload the document(s) from your mobile.
5. Select the Notes tab.
6. Select + Add note and enter a note in the Add note field.
7. Select Post.

Individual documents can be downloaded, renamed, deleted, or moved by selecting the more iconin the Actions column and selecting the applicable action.

Associate 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 Shared Documents tab, select the ▼ dropdown 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

Add 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 Shared Documents tab, select the notes 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 Shared Documents tab to view the details of the request.

Create and use folders

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

1. In the Shared Documents tab, select Create folder.
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. Enter the folder name and select Create.
4. Select the options from the Add documents ▼ dropdown 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.

Take 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 Shared 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