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Attach documents to transactions in QuickBooks Desktop

by Intuit Updated 2 weeks ago

Learn how to snap and attach documents to QuickBooks Desktop Plus or Enterprise 2022 with the mobile app.

When you use the QuickBooks Desktop mobile app, you can upload your documents to QuickBooks Desktop. You can then add them to your invoices, purchase orders, or other transactions. 

Here’s what to do.

To watch more how-to videos, visit our video section.

Note: Don't upload any sensitive information like credit card numbers, Social Security numbers, or health info.

Step 1: Upload from your mobile device

Note: QuickBooks Desktop supports PDFs and images with JPEG, JPG, GIF, or PNG format. If you use a newer iPhone or iPad, you might have HEIC format images. Here’s how to convert existing images to a compatible format. If you haven’t already, download the QuickBooks Desktop iOS app.

  1. From the QuickBooks Desktop app, sign in to your Intuit Account and select the company to upload documents to.

    Note: Check if the company file you're logging into matches the Company Realm ID in QuickBooks Desktop. To confirm, open the company file in QuickBooks Desktop, then press F2 on your keyboard. You'll see the Company Realm ID in the Services Information section.
  2. On the home screen, tap the option to Snap and Upload Document.
  3. Tap Snap Document.
  4. Tap the Camera icon to take a picture of the bill or tap the Photos icon to upload your bill. If you need to, you can crop and rotate the photo.
  5. Tap Use this photo.
  6. Add a Name and Memo, then tap Upload photo then tap OK.
  7. Sign in to your QuickBooks Desktop company file to review, edit, and match bills to transactions.

If you haven’t already, download the QuickBooks Desktop Android app.

  1. Open the QuickBooks Desktop Android app, then tap Document under Snap and Upload.
  2. Tap the company to upload bills to, then tap Continue.
  3. Tap Snap Document.
  4. Tap the Camera icon to take a picture of the bill or tap the Photos icon to upload your bill. If you need to, you can crop and rotate the photo.
  5. Tap Use this photo.
  6. Add a Name and Memo, then tap Upload photo then tap OK.
  7. Sign in to your Intuit Account and select the company to upload bills to. You’ll only need to do this once.
  8. Sign in to your QuickBooks Desktop company file to review, edit, and match bills to transactions.

View Mobile documents in the QuickBooks Desktop Doc Center

Once you upload the document, you’ll find them in the Doc Center under the Mobile tab. You can add documents anytime to attach them later. 

  1. In the Company menu, select Documents, then Doc Center.
  2. Select the Mobile tab to view the documents added from your mobile device.
  3. Select Add to bring the document to your Document Center, and use it later. 
Note:
  1. If you are the primary admin or company admin for your QuickBooks company, you'll be able to see all documents uploaded by users who have other roles.
  2. If you aren't the primary admin or company admin, you'll be able to add and view only the documents that you upload from your mobile. 

Step 2: Attach document in QuickBooks Desktop

  1. Browse to the transaction you want to attach a document to.You can also create a new transaction.
  2. Select Attach File, then search for and select the document you uploaded.
  3. Select Add, then select Done to add it to the transaction.

You can attach this document to multiple transactions by using the steps above.

QuickBooks Desktop Accountant PlusQuickBooks Desktop PremierQuickBooks Desktop ProQuickBooks Enterprise Accountant QuickBooks Enterprise DiamondQuickBooks Enterprise GoldQuickBooks Enterprise Platinum

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