We all know that managing documents is a pain point for our industry, which is why we recently wrote a three-part series geared toward solutions.
There was one option that was not mentioned in these articles—the document management section within QuickBooks Online Accountant. Some users have client statements uploaded here by the client.
Where is the Document Management Feature Located?
This section of QuickBooks Online has not been adopted by many for several reasons, and possibly most don’t even know it exists. When logged in as an accountant, you can click on one of your clients and navigate to the Shared Documents tab.
There are pros and cons to using this feature, just as there are to any document storage solution, but QuickBooks is continually listening and trying to adapt the features to the needs of accountants.
Here are some updates to the shared documents section in QuickBooks Online that are being rolled out this month:
There is a new pop-up when selecting multiple documents, which allows you to move and delete them in bulk.
The notes feature allows accountants to create notes for a document, and multiple accountants can share those notes among themselves.
Document Type Category
One of the advantages here of the document type category is that you are able to see at a glance what type of documents you have and can filter them accordingly. This makes it easier to organize your documents by labeling them, such as bank statements, tax documents or loan statements.
This allows accountants to see the request attached with the file from the Shared Documents list.
Something to keep in mind here is that everything added in this section is visible to your client, so this is not ideal for internal documents.
There are many different options out there for document storage, but this is a convenient solution that lives inside of QuickBooks.
Liz Scott is a multi-business entrepreneur working to bring together technology and accountants through her business, Liz Scott Consulting. A member of Intuit Trainer/Writer Network, she authored and taught Master level courses, including Advisory Guides and Consulting Tools for Accountants. In addition to Liz Scott Consulting, she also owns Accounting Lifeline, a firm to serve small businesses with their financial needs. Liz is a co-host of the “Appy Hour,” which helps other accountants learn about the different tools and apps for small business needs. Holding a high passion for real estate investment, she owns properties throughout Oklahoma.
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