With QuickBooks 2010 you can now attach document images to customers, vendors, employees. You can also attach document images to transactions. Documents are easy to find using a search feature, they are backed up online, simple to share with others, and you can even restrict user access to certain documents. You can attach electronic documents and even scan documents within QuickBooks.
For customers, jobs, vendors, and employees you might want to attached pictures of projects, contracts, or employee related documents.
Attached documents to transactions, such as an electronic copy of a bill or purchase order, to the bill entered in QuickBooks. Attach documents to lists such as specification documents or photos of items you sell. You can attach documents to bills, checks, credit card transactions, sales receipts, invoices, estimates, deposits, items, and accounts.
You can attach documents from three locations, local files on your computer or network, an online document inbox, or directly from a scanner. Give document a title, description, and key words you can use to search on the document later.
The online document inbox allows you to scan multiple documents at once for attachment at a later time. You might want to have a clerk scanning the documents for a bookkeeper to follow-up and attach the scanned documents. If you scan multiple documents at once, put a blank sheet between each document and check the box “Separate documents using blank pages” to have QuickBooks create multiple attachments.
Your scanner must be TRAIN compliant and TRAIN driver must be installed. With scanned documents, you can rotate, and change brightness and contrast.
You can easily find documents, as well. From the QuickBooks menu select Company/Document Management /Search for Documents to search for documents.
Below are the rates for using document management with QuickBooks 2010.
100MB document storage – Free
500MB document storage – $4.95 per rmonth tax
1GB document storage – $14.95 per rmonth tax
5GB document storage – $29.95 per rmonth + tax
Robert Guild is certified QuickBooks ProAdvisor in Austin, TX who conducts CPE courses for CPAs and individual training and group classes to QuickBooks users. His company at www.QBCoach.biz, maintains a sixteen-station QuickBooks lab, providing hands-on training. You can contact him directly at rguild@QBCoach.biz or follow him on twitter at QBPro