There are many tips and tricks for using attachments in QuickBooks more effectively. Taking full advantage of this feature not only makes keeping good records easier, but also helps to enhance communication with customers.

Why should you use attachments?

Here are three ways you could use attachments in QuickBooks:

• To attach receipts for expenses from traveling, restaurants, retail stores, etc.
• To attach pictures, contracts or drawings to invoices or estimates
• To attach bills to correlating expense forms or to attach a copy of a check to keep track of payments

How to begin using attachments

When you decide to begin using attachments in QuickBooks you will first need to upload the files. Files can be uploaded in the form of scanned or snapped photos of bills, paper receipts, contracts, etc. or can be PDFs. Upload the necessary files to your computer first.

You will then need to upload the relevant files to QuickBooks. You can do this two different ways:

• You can easily download attachments on the Attachments page. This option is great when you need to upload several attachments at once and link back to the individual transactions later.
• Or you can also upload attachments individually and link them to the correct transaction at the same time.

Now, let’s dive into these two options a little bit more.

How to upload attachments via the Attachments page

1. Open QuickBooks and then select Gear, followed by Attachments. You can then upload files by dragging and dropping them within the attachments queue. You will also have the option of paper clipping the selected files.
2. Now you will be able to create an invoice or expense using the new attachments, export them as a zip file, or select multiple attachments
3. Then you can print a list of all attachments
4. You will be able to choose the rows and columns you wish to display
5. Then download the attachment
6. You can also make edits, create a new invoice or expense, delete an attachment or make additional changes to a single attachment

You will then be able to see a column that will show which attachments are linked to specific expenses or invoice transactions

Other tips include:

• Sorting attachments by the amount of the transaction. You can do this by clicking on Edit for a specific attachment, then entering in the appropriate amount within the Notes or File Name field. Then go back to the main Attachments page and click on the Note or Name header to enable sorting by amount.
• You also have the ability to scroll through the attachment preview window. Once again click on Edit for a specific attachment, open the Preview window and use your mouse to scroll either horizontally or vertically throughout the attachment. You will also be able to zoom in on specific details. The Right, Left, Down and Up arrow keys can also be used.

Upload new attachments while you are creating a new transaction

QuickBooks also allows you to upload new attachments when you are in the middle of creating a new expense or invoice transaction. You can do this by:

• Create a new transaction by clicking on Create followed by the “+” sign. For instance, you could create a new estimate by choosing Create + Estimate.
• Within the estimate form, scroll down the page to the section for Attachments.
• You will then have the option to either drag and drop a new attachment or choose Show Existing to see a list of previously uploaded attachments.
• Another tip is that you can email an attachment and the form it is linked to by clicking Attach to email followed by Save and then Send.

Final Thoughts

Using attachments in QuickBooks is easy and can help you save time and keep better financial records for your business. A few more tips include:

• You can resize and sort columns in the Attachments list
• And you can also attach receipts received via Email. For instance, if you purchased a product via Amazon and received an email receipt for your purchase, you can save the emailed receipt as a PDF, upload it to QuickBooks and then follow the normal steps to upload it to QuickBooks.