Partly Cloudy – Vendor & Customer Attachments in QBO

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With the new year just ahead, it's time to think about those "special attachments" in our lives. You know what I'm talking about – W-9s and sales tax exempt forms, and those other documents you may need to link to your QBO files to go beyond what Names, Locations, Accounts and Items can do for your data.

You now can attach things like General Liability certificates and contracts, or perhaps special arrangements with your Vendors and Customers. Add copies of W-9 forms and Workers Compensation certificates, proof of coverage and performance bonds, and the list is almost endless.

What are the Pros of attaching:

  1. Share documents with clients and accountants
  2. Easy storage
  3. Quickly check expiration dates of documents (like insurance certificates)
  4. Tax audits are easier if exempt forms have been shared and attached

What are the Cons of attaching:

  1. I can't think of a single one...

Attachments are Adaptable to Your Needs

While I listed the most common uses of attachments for me, the possibilities certainly don't end there. The great thing about attachments documents to Vendors and Customers in QBO is that it's totally adaptable to your needs. Attachments greatly expand the sues for QBO and makes it more of a true sharing tool between users.

The Future of Attachments

Looking into my QBO crystal ball, I can see there's just so much potential for attachments. Since we often work remotely, it's important to make sure that documents are shared between our clients and ourselves, and perhaps even others that are granted access.  

Instead of emailing, calling and begging for information, just think of how much time can be saved by all parties by parking needed information in our QBO attachments.

The Ease of Attachments

Let's begin by looking at attaching Customer Documents:

1) QBO Navigation Bar > Customers > Select Customer > Edit

2. From the Attachments tab, either drop and drag, or click the paper clip and choose your attachment; and then click Save

Now, let's look at attaching Vendor documents:

1) QBO Navigation bar > Vendors > Select Vendor > Edit

2. Attachments are at the bottom of the Vendor Screen. You can either drop and drag, or click the paper clip to choose your attachment; and then click Save

What's the Point of Attachments?

In a single word – "collaboration." We have moved beyond the file cabinet. Now we can share useful data with one another. 

Since an important 1099 deadline is right around the corner, I'm showing this feature to all of my own QBO users so that we can save time with the verification of correct vendor details.

Perhaps you'll want to brighten up your day with this "cloud tip" and make use of attachments with all of your QBO clients as well.