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Senior Explorer **

Can QuickBooks Desktop Pro attach PDF documents to invoices and payments?

I'm finally going to switch back from QuickBooks Online to QuickBooks Desktop Pro, for a couple of reasons.

 

There are (2) features in QuickBooks Online that I like and use. Are these available in QuickBooks Desktop Pro?
1. Automatic sending of recurring invoices

2. Attaching PDF files to invoices and payments. I scan a timesheet and work description and attach it to my outgoing invoices. I also scan checks and attach them to payments received.

 

These are not deal-killers for me to switch to QuickBooks Desktop Pro, but I would like them if they're available. If they are, do they cost anything extra?

 

Thanks,

Scott

 

Solved
Best answer 02-22-2019

Accepted Solutions
Content Leader

Re: Can QuickBooks Desktop Pro attach PDF documents to invoices and payments?

Hey there, scottkeen.

 

Thank you for taking the time to visit the Community. I'd be glad to provide some info on your questions about recurring invoices and attaching PDFs.

 

To answer your question, yes, both of these features are available in the Desktop version of QuickBooks. There are just a few steps to get this done. Here's how:

 

To set up a recurring invoice:

 

1. Click the Create Invoice button.

2. Enter the customer info and amount.

3. Select Memorize.

4. Choose Automate Transaction Entry.

5. Select how often and the next date.

6. Click OK.

 

To attach a PDF to an invoice:

 

1. Click Create Invoice.

2. Enter the necessary info.

3. Select Attach File.

 

Additionally, you may be interested in this article that covers the details of exporting from QuickBooks Online to Desktop: https://quickbooks.intuit.com/community/Reports-and-accounting/Export-data-file-from-QuickBooks-Onli....

 

Please let me know if you have questions about any of this information. I'll be here to help in any way that I can.

5 Comments
Content Leader

Re: Can QuickBooks Desktop Pro attach PDF documents to invoices and payments?

Hey there, scottkeen.

 

Thank you for taking the time to visit the Community. I'd be glad to provide some info on your questions about recurring invoices and attaching PDFs.

 

To answer your question, yes, both of these features are available in the Desktop version of QuickBooks. There are just a few steps to get this done. Here's how:

 

To set up a recurring invoice:

 

1. Click the Create Invoice button.

2. Enter the customer info and amount.

3. Select Memorize.

4. Choose Automate Transaction Entry.

5. Select how often and the next date.

6. Click OK.

 

To attach a PDF to an invoice:

 

1. Click Create Invoice.

2. Enter the necessary info.

3. Select Attach File.

 

Additionally, you may be interested in this article that covers the details of exporting from QuickBooks Online to Desktop: https://quickbooks.intuit.com/community/Reports-and-accounting/Export-data-file-from-QuickBooks-Onli....

 

Please let me know if you have questions about any of this information. I'll be here to help in any way that I can.

Senior Explorer **

Re: Can QuickBooks Desktop Pro attach PDF documents to invoices and payments?

Thanks for the reply and answers.

 

Regarding attaching PDF files -- you mentioned that I can attach a PDF to an Invoice.

1. Can I also attach a PDF to a Payment in QuickBooks Desktop?

When my clients pay me, I currently scan their check as a PDF and attach it to the Payment in QBO. Can I also do this in QuickBooks Desktop?

2. Are the attached PDFs in QuickBooks Desktop stored on the QuickBooks document cloud?

3. Is there a cost for doing this?

I would prefer to not use any cloud storage, I would prefer everything to be stored locally on my PC.

 

Thanks,

Scott

 

QuickBooks Team

Re: Can QuickBooks Desktop Pro attach PDF documents to invoices and payments?

Thanks for the prompt response, @scottkeen.

 

Allow me to step in for a moment and share some information about attaching PDF files in QuickBooks Desktop.


With QuickBooks Doc Center, you can add or scan a document (related to your customer, vendors, or employees) and attach it to a transaction. 


Here's how to attach a PDf file to a payment transaction:

  1. Go to Customers menu and select Receive Payment.
  2. Input all necessary information.
  3. Click Attach File and you'll be routed to the Doc Center to select the document.
  4. Hit Save & Close.

 

 

The feature is free since its already part of your QuickBooks bundle.

 

For more information about this, please check out this article: QuickBooks Document Center: FAQs and common issues.

 

That should answer your question for today. Reach out to me if you need anything else, I'll be more than happy to help. Thanks for visiting the Community and take care!

Established Member

Re: Can QuickBooks Desktop Pro attach PDF documents to invoices and payments?

Can you, or is there a way to actually print the check, that was scanned and attached to the invoice, on the invoice when you print the paid version to give to the customer?

Moderator

Re: Can QuickBooks Desktop Pro attach PDF documents to invoices and payments?

Hi there, @rock5b.

 

Yes, there's a way to print the check attached to your invoice. I'd be happy to show you how:

 

  1. Go to the Company menu and select Documents.
  2. Choose Doc Center from the Documents drop-down.
  3. Find the document. 
  4. Right-click and select Save Copy to Desktop.
  5. Find and open the saved document in your desktop to print the check.

You can also use the following article for some FAQs and troubleshooting steps related to QuickBooks Document Center: QuickBooks Document Center.

 

Drop me a comment below if you have any other questions while working with QuickBooks. I'll be happy to help you some more. Have a great day ahead. 

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