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QuickBooks Attached Documents

QuickBooks Attached Documents (QAD) provides a way for you to keep documents related to your customers, vendors, employees, and transactions in one place within the QuickBooks Doc Center.

You can add documents to the Doc Center and then attach those documents to transactions, customers, accounts, etc. You can also click the attach button (a paperclip) to attach a documents to a transaction.

QuickBooks Attached Documents Reviews

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Business where it was used: Revenue: Less than $10M, Industry: Various product and service industries

The Attached Documents feature of QuickBooks, available at no additional cost in recent versions, is the one of the best, cheapest, and most underutilized document management systems available to small business owners.


When electronic files pertain to a specific transaction or a specific customer, vendor, or employee, a file can be attached to that transaction or party. Retrieval is as easy as bringing up that transaction or party.

Electronic files are stored locally in the same location where the QuickBooks data file is stored, making it equally usable for sing-user and multi-user environments. As a result, security issues are limited to those relevant to local or server computing.


On nearly every data entry page in QuickBooks is an "Attach" or "Attach File" icon with a paper clip. With a saved transaction open, click this icon and either browse to the file or drag it into the pop-up window.

To attach a file to a customer, vendor, or employee, open the relevant Center, select the desired name, and click the paper clip icon in the main body of the Center. Then either browse to the file or drag it into the pop-up window.

To view an attached file, click the same icon and double-click the desired file.

To manage the files from a central location, open the Document Center from the Company menu.


The Attached Documents feature can handle PDFs, Excel files, Word files, Notepad files, JPGs and other images, sound files, and many more. Furthermore, size is irrelevant as long as your system has the available space.


    + Files are simple to retrieve
    + No additional cost to users of the Desktop edition of QuickBooks 2012 or later
    + No additional security protocols are needed as would be required for cloud storage
    + Minimal learning curve
    + Files can be encrypted before being attached

    - No cloud storage = a remote access tool would be needed in order to access a file.
    - The subfolders are renamed with cryptic titles, so it's difficult to manually navigate to a file without using QuickBooks
    - Occasionally, the links can become corrupt
    - Files are duplicated when linked to QuickBooks, so be careful to avoid multiple versions
    - Attached files are not included in the file backup unless the Intuit Data Protect feature is used

+/- Since most but not all documents are related to a financial transaction, customer, vendor, or employee, a separate storage system will still be required for nonfinancial information. However, a simple workaround for this is the addition of names to the Customer:Job list such as "Corporate Formation" and "Strategic Planning" to keep all files in this system.

If you are using QuickBooks, consider the above when creating your document management system. bear in mind that it's not the file storage per se that's important, but ease of file retrieval which makes a document management system valuable on a day-to-day basis.

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1 out of 1 would use this again

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