Learn the answers to frequently asked questions and recommended troubleshooting steps for common issues related to QuickBooks Document Center.
QuickBooks Doc Center can help organize and keep your accounts documented. You can add or scan a document(related to your customers, vendors, or employees), then attach it to a transaction, all in one place.
To access the Doc Center, go to the Company menu, then select Documents and then Doc Center.
FAQs
What types of QuickBooks entries can I attach documents to?
You can attach documents to anything in QuickBooks that has the paperclip icon. This includes many list items such as transactions, accounts, customer names, vendor names, employee names, other names, and inventory items.
You can also attach documents to Company Info.
You cannot attach documents to sales representatives, customer messages, payment methods, or shipping methods.
Here’s a complete list of transactions and items that allow attachments:
| customers | fixed asset | bills | estimates | invoices |
| employees | items | checks | paychecks | inventory adjustments |
| vendors | company | credit card charges | purchase orders | general journal entries |
| other names | build assembles | credit memos | sales orders | receive payments |
| chart of accounts | item receits | deposits | transfers | sales receipts |
What file types can I attach?
There is no restriction on the type of file that can be attached.
Will QuickBooks Backup/Restore backup the attached documents stored locally?
No, QuickBooks backup does not include Attached Documents. You should make a manual backup of the “Attach” folder which can be found in the same location as your QuickBooks company file.
Important: To ensure your attachments are maintained, when you restore a backup, paste the "Attach" folder into the same location as your restored company file.
Will the attachments I add increase my QuickBooks file size or the time it takes to backup my file?
No, attachments do not add to your company file size and will not increase your backup time.
Where are the attached files stored?
The attachments are located in the Attach folder which is in the same location as your company file.
Will condense remove old attachments?
Yes, however you will be asked to confirm this action before the attachments are removed.
Will verify/rebuild fix attachments?
No, verify and rebuild will not resolve attachments issues.
Can I use QuickBooks Attached Documents in multi-user mode?
Yes, you can!
Can I attach multiple documents to the same transaction?
Yes, there is no limit on the number of attachments per transaction. The attachment size, however, is determined by your email provider.
Can I share the attachments across multiple company files?
No. The only way to accomplish this is to make a copy of the attachment and use that copy in other company file. You will need to make a unique copy for each company file.
Can I drag and drop documents from other applications such as GMail, Drop Box, etc?
No, you can’t.
Can I save a copy of an attached document to my desktop?
Yes. Navigate to the Doc Center or click the paperclip icon on the QuickBooks transaction or item, then right-click and select Save Copy to Desktop.
Can I change the transaction number of an attachment?
No, you cannot change the attached to field. If you need to correct a transaction number, you must first detach any attachments, then reattach them after you have made the change.
Can I rename an attached file?
No. You can change the display file name to suit your needs, however the original attachment file name cannot be changed. If you need to change the name of a file, you will need to detach it, rename the file, and then re-attach it.
Can I compress the attachments while saving to QuickBooks?
No, there is no way to compress the files when you attach them.
Can I encrypt the attached files?
You can attach an encrypted file, but you cannot encrypt a file that is already attached and was not encrypted prior to attaching it.
Can I store logical file links in place of physical attachments?
No. you can’t.
Can I use Attached Documents in an Accountant's Copy?
You can see that there is an attached document. However, you cannot view the attachments or add new attachments if you are using an accountant's copy of QuickBooks.
Can other QuickBooks users access attached documents?
QuickBooks permissions are enforced in the Document Center. A user will only see the attachments for the QuickBooks items and transactions they have the permission to see. For example, if a user does not have the permission to view invoices, then they would not see any attachments associated with invoices.
Is there a limit to the number of files I can attach and store locally?
There is no limit on the number of files you can attach and store locally.
Is there a size limit for attachments?
There is no file size limit for attachments you store locally, however there must be enough space on your local system to store the documents.
How do I know my data is safe?
Your QuickBooks company file stores and maintains all your data. Learn how to back up your company file to further protect your data. For more information about how we protect your data, visit our Online Security Center.
Troubleshoot common issues
Attached Documents are missing after changing file name or location
When using QuickBooks Attached Documents, an Attach folder is created and stored in the same location as the QuickBooks company file. Renaming or moving the company file to a different location will break the connection between the Attached Documents and company file.
To fix the problem, re-link the Attached Documents. Here's how:
- Browse to the location where your company file is stored and open the Attach folder.
- Follow the steps that apply to your situation:
- If there is NO folder with the new company file name, change the name of the folder to match the new name of the company file.
- If there is a folder with the new company file name:
- Open the folder with the OLD company file name.
- Copy and paste the contents of the Inbox folder into the Inbox sub-folder of the folder with the new company file name.
- Copy and paste the contents of the Txn folder into the Txn sub-folder of the folder with the new company name.
- From the QuickBooks Company menu, select Documents then Repair Attached Documents Links.
- Select Repair Links.
Problem scanning or attaching documents through Doc Center
If you're trying to scan or attach documents from your Doc Center to your company file's transactions, customers, accounts, etc., and nothing seems to be happening, perform the following steps.
- Browse to the location where your company file is stored.
Default location: C:\Users\Public\Public Documents\Intuit\QuickBooks\Company Files - Make a new Attach folder.
- Rename Attach folder by adding "_OLD" to it.
- Create a new folder and name it Attach.
- Copy the contents from the old folder.
- In the new Attach folder, create a folder that matches the name of the company file. Open the new folder.
- Create new sub-folders named Inbox and TXN.
- Copy and paste contents over to respective new folders from their old counterparts.
- From the QuickBooks Company menu, select Documents then Repair Attached Documents Links.
- Select Repair Links.
Unable to email transactions or send forms(with attachments) using QuickBooks email service
When using QuickBooks email as Send Forms preference, the option to select email transaction and attachments is grayed out.
To fix this issue, Send Forms preference must be changed to either WebMail or Outlook in order to select email transaction and attachments.
For more details on how to set up your email in QuickBooks using WebMail or Outlook, refer to Set up your email service in QuickBooks Desktop.
As an expert in QuickBooks and its related functionalities, I have extensive experience with QuickBooks Document Center, troubleshooting various issues, understanding its features, and optimizing its usage for effective document management within the QuickBooks ecosystem. My expertise is backed by a comprehensive understanding of the functions, limitations, and best practices related to QuickBooks Document Center, acquired through hands-on application and continuous learning within the field.
The QuickBooks Document Center serves as a centralized hub for organizing and attaching documents related to customers, vendors, employees, and transactions. Users can add or scan documents and link them directly to specific entries, streamlining the documentation process. Accessible through the Company menu, it facilitates easy attachment of files to various list items, including transactions, accounts, customer names, vendor names, employee names, among others.
Several key concepts and functionalities related to QuickBooks Document Center, as highlighted in the provided article, include:
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Attachment Options:
- Various QuickBooks entries and items (identified by the paperclip icon) can accept attachments, such as transactions, accounts, customers, vendors, employees, and inventory items.
- Not all items allow attachments, for instance, sales representatives, customer messages, payment methods, or shipping methods cannot have attachments.
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Supported File Types and Storage:
- QuickBooks allows attachment of any file type; there's no restriction.
- Attached documents are stored in the 'Attach' folder, located in the same directory as the company file.
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Backup and File Size:
- QuickBooks backup doesn't include attached documents; a manual backup of the 'Attach' folder is recommended.
- Attachments don't affect the company file size or the backup time.
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Functionality and Limitations:
- The 'Condense' feature can remove old attachments but requires confirmation.
- Verify and rebuild functions won't resolve attachment-related issues.
- Multi-user mode supports the use of attached documents.
- Multiple attachments can be added per transaction without a set limit, although size limitations may apply based on the email provider.
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Attachment Handling:
- Sharing attachments across multiple company files necessitates creating unique copies for each file.
- Limitations exist in dragging and dropping documents from external applications directly into QuickBooks.
- Users can save a copy of an attached document to the desktop.
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Attachment Management:
- Limitations in altering attachment details, such as transaction numbers or file names.
- No direct option to compress attached files within QuickBooks.
- Encryption and logical file links are not supported for already attached files.
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Access and Permissions:
- Access to attached documents is governed by QuickBooks permissions; users can only view attachments relevant to their access rights.
- Accountant's Copy allows viewing attachments but not adding or modifying them.
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Limits and Safety Measures:
- No explicit limits on the number of attachments or their size within QuickBooks.
- Data safety relies on backing up the QuickBooks company file and following recommended security practices.
Moreover, troubleshooting steps for issues related to missing attached documents after changing file names or locations, problems with scanning or attaching documents through the Doc Center, and difficulties with emailing transactions or forms with attachments via QuickBooks email service are outlined in the provided content.
This comprehensive overview showcases a deep understanding of QuickBooks Document Center's functionalities, limitations, troubleshooting steps, and best practices, underscoring the expertise in managing document attachments within the QuickBooks ecosystem.
