Skip to main content
E
eprman
April 27, 2021
Solved

If an attachment is added to a check in QB online is the file stored online or on the computer where the file was originally saved?

  • April 27, 2021
  • 3 replies
  • 0 views
for example, an invoice
Best answer by KlentB

I'm here to share some information about how attachments work, eprman.

 

Adding attachments to transactions is just like uploading a file to your email or social media account. Since QBO is a web application, all the documents and files you've added will be stored online (cloud storage).

 

In addition, take note these are the only file types you can attach in order to protect the security of your account:
 

  • PDF
  • JPEG
  • PNG
  • DOC
  • XLSX
  • CSV
  • TIFF
  • GIF
  • XML

I also recommend visiting this link to learn how to keep books and transactions more organized: Attachments in QuickBooks Online. If you need some reference is using our other features or answers to frequently asked questions, you can visit our Help Articles page.

 

Feel welcome to reach out to me again with any concerns you may have. The Community always is always here to back you up.

3 replies

KlentB
KlentBAnswer
April 27, 2021

I'm here to share some information about how attachments work, eprman.

 

Adding attachments to transactions is just like uploading a file to your email or social media account. Since QBO is a web application, all the documents and files you've added will be stored online (cloud storage).

 

In addition, take note these are the only file types you can attach in order to protect the security of your account:
 

  • PDF
  • JPEG
  • PNG
  • DOC
  • XLSX
  • CSV
  • TIFF
  • GIF
  • XML

I also recommend visiting this link to learn how to keep books and transactions more organized: Attachments in QuickBooks Online. If you need some reference is using our other features or answers to frequently asked questions, you can visit our Help Articles page.

 

Feel welcome to reach out to me again with any concerns you may have. The Community always is always here to back you up.

KlentB
KlentB
April 28, 2021

Hi eprman,

 

Hope you’re doing great. I wanted to see how everything is going about your concern yesterday. Was it resolved? Do you need any additional help or clarification? If you do, just let me know. I’d be happy to help you at anytime.

 

Looking forward to your reply. Have a pleasant day ahead!

E
eprmanAuthor
April 29, 2021

Yes, your reply answered my question. We are a volunteer organization and I am the current treasurer. I manage our accounts using my personal computer and I wanted to be sure the digital copies of receipts that I attached to checks to document the reason for the expense has not stored on my computer. When I am no longer the treasurer those receipts will still be linked to the expense.

Thanks

    J
    JJWRIGHT
    July 19, 2022

    Why is it that when I use the "write checks" to document a payment and then I use the attachment feature - the invoice that I'm paying does not show up when on my other computer?  I can see them only on the computer I created the "write Checks" on.  I'm using QB Desktop Pro 2020 I also use Qbox to sync across my network. I don't have this issue if I say attach a document under my vendors tab. Thank you for your assistance.

    R
    Rea_M
    July 19, 2022

    Hello there, @JJWRIGHT.

     

    I'll help you figure out why the invoice (bill) you're paying won't show up on your other computer while using the attachment feature when writing checks in QuickBooks Desktop (QBDT), so you can document your expenses accordingly.

     

    Your invoices (bills) and attachments should show on both of your computers once they're on the same network or file location with your company files. Based on your description of the issue, you may have a different file location for your attachments on your other computer. That's why the invoice (bill) you're paying for isn't showing while using the attachment feature.

     

    To fix this, you'll have to make a copy of the attachment and use that copy or upload it to your other computer. You want to make a unique copy for each computer to avoid confusion.

     

    You can refer to this article to learn the answers to frequently asked questions and recommended troubleshooting steps for common issues related to attaching documents in QBDT: QuickBooks Document Center: FAQs and common issues.

     

    Now that everything is all set, you may also want to check out one of our Help pages as your reference to help you in managing your data and transactions (income and expense) using QBDT: QuickBooks Learn and Support. It includes QuickBooks help articles, Community discussions with other users, and video tutorials, to name a few.

     

    Please keep me posted on how it goes in the comments below. If you have other concerns about managing expense transactions and attaching documents in QBDT, I'm always ready to help. Take care, and have a great day, @JJWRIGHT.

    J
    JJWRIGHT
    July 20, 2022

    Thanks for the reply - 

     

    I need to corect what what I said.  I said it was on the "network" I don't have a shared network only shares the same internet connection.  I also have an office which is not on the same network.  How can I see the uploaded attachments across all computers and networks, thank you

    B
    brenda_lela
    May 18, 2023

    My questions about attaching invoices electronically to payments in Quickbooks online are:

    1) How long are they retained?

    2) Is there a limit on the amount of storage we can use?

    3) Is there redundancy so that if the cloud storage/server was damaged it could be restored?

    4) If I back up my Quickbooks file onto my network drive, does it also save the attachements?

     

    Thanks!

     

    K
    Kevin_C
    May 18, 2023

    Thanks for hopping into this thread, brenda_lela. I'd be glad to answer all of your queries related to attachments in QuickBooks Online (QBO).

     

    For your first concern, the attachments stay in the cloud storage within QBO as long as you have an active account. Otherwise, you'll have one-year read-only access to your data if you decide to cancel your account.

     

    Secondly, there isn't a storage limit on attachments and other selected data since QBO is a cloud base. Thus, it's unlimited storage for this feature.

     

    Regarding your concern about the redundancy of your data, this option isn't available. What you can do is allow QBO to automatically back up your data online if you're using the QBO Advanced version. Here's how:

     

    1. Go to Settings ⚙.
    2. Select Back up company.
    3. Sign in to your Intuit account, then click Authorize to proceed.

     

    For your last query, yes, the attachments will be included whenever you save your backups to your online drive. You can see the list of data available to back up from Data you can back up section of this article: Back up and restore your QuickBooks Online Advanced Company.

     

    In addition, check out this article that can efficiently guide you in supervising your account: Learn about QuickBooks Online with how-to videos.

     

    Click the Reply button for follow-up questions about attachments or any QuickBooks concerns. I'll be here to lend a hand. Have a great day!

    Terms & ConditionsAccessibility statement