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B
Bo-Orlando
January 22, 2024
Question

Document/Attachments File Cabinet online??

  • January 22, 2024
  • 1 reply
  • 0 views

New to QBO this year and was wondering if there is a place in my account online to create a document file cabinet for attachments, invoices, receipts, etc.??

 

To have PDF copies to correspond to revenue & expenses, if i should be audited? My software I am leaving had where you could create a file cabinet to create folders (i.e. 2023 vendor invoices, 2023 Deposits, 2023 Customer Billings, etc.) of everything and label them. Yearly I could take the folder and download it to hard drive. Most files are .pdf, jpeg, .xlsx, .word     

 

Anything like this or any recommendations on a shared file system for me and my staff to file documents for future need.  THANKS 

1 reply

I
IrizA
January 22, 2024

I understand the importance of creating a file to store your essential documents, Bo-Orlando. I have some information regarding this matter.

 

If you're using QuickBooks Online (QBO), creating a folder is currently unavailable since this feature is only available in QuickBooks Online Accountant where they can manage your documents, organize, and also track them.

 

Thus, to create a folder for your attachments and other transactions, you'll need to invite an accountant to your QBO account first, then let them create a client request. This way, they can create a folder where you can access them and upload your documents.

 

Kindly follow these steps: 

 

Step 1: Invite your accountant to your QBO account.

 

  1. Go to the Gear icon. 
  2. Under Your Company, click the Manage users. 
  3. Press the Accountant tab.
  4. Enter the email address of your accountant.
  5. Once done, click the Invite button. 

 

After inviting them, they'll receive an email notification. You’ll know they accepted your request when the status on the Manage Users page changes from Invited to Active.

 

Step 2: Make your accountant create a folder for you

 

  1. Go to Work and select Create client request. 
  2. Fill out the fields. 
  3. If you want to attach a file, select Add document, then Close. Please know that the file size limit is 30 MB per file.
  4. To send a notification to your client about the request, select the Notify client checkbox.
  5. Select Publish to client's QuickBooks.
  6. On the preview window, enter the email, subject, and message.
  7. Select Share.

 

As you add your accountant, you can also know what happens when you invite them.

 

To learn more about how your accountant will create a folder for you, you can refer to this guide: Manage and track your work with client requests, projects, and tasks. 

 

Please keep me informed if you need further assistance with any QuickBooks-related concerns. I will be more than willing to assist you.

B
Bo-OrlandoAuthor
January 23, 2024

IrizA thanks for the information. I did all the things and setup the accountant profile. However, I am still not sure how under that a area for all attached documents, receipts, documentation can be retained/saved for future viewing? is there a way I could discuss with you over the phone and/or sharing my PC?? 

Thanks BO

K
Kevin_C
January 23, 2024

Thanks for the prompt response, @Bo-Orlando. It's good to know that you have already set up your accountant profile based on the steps shared by my peer above. I'm here to provide additional details to view your documents in QuickBooks Online (QBO).

 

In QBO Accountant, you and your client have the option to view, add, and delete documents. This feature allows you both to secure important documents that you can use in the future. Here's how you can utilize it:

 

  1. Go to the Clients menu.
  2. Select the name of the client.
  3. Click the Shared documents tab.
  4. You can create folders to easily identify your files.
  5. Tap Add Documents to upload your files.
  6. Locate the document in the Documents list.
  7. You can also click the vertical ellipsis ⋮ , then Download to download the document on your computer.

 

For more details about this option, please refer to this article: Manage and track your work with client requests, projects, and tasks.

 

However, please keep in mind that attachments like from your sales transactions wouldn't automatically added to the Shared Documents area. This is because they will be stored in the Attachments list inside your account. Here's an article you can read through to learn more about this feature: Add or delete attachments in QuickBooks Online.

 

Furthermore, if you still needs to talk with out live support team, feel free to reach out them by visiting this article: Contact QuickBooks Online Accountant Support.

 

I'd love to get updates on how this goes. Just leave a comment below if you have other questions besides having a document folder in QBO. I'll get back to you as soon as I can. Have a great day ahead!

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