Attaching Supporting Documents to QuickBooks Desktop Transactions

Enhance your QuickBooks Desktop experience by seamlessly attaching supporting documents to SmartVault transactions. Whether you're uploading a file, attaching a document stored in SmartVault, or scanning a physical document, follow these easy steps to keep your financial records organized and accessible.

Key Benefits:

  • Simplifies record-keeping
  • Enhances audit trails
  • Makes document retrieval straightforward 

The following video walks through the attaching process.

Method 1: Attaching a Stored Document

  1. Ensure SmartVault Desktop Software is installed.
  2. Verify that you're signed into your SmartVault account.
  3. Open the QuickBooks company file.
  4. Select the entry to which you want to attach the document.
  5. On the SmartVault Toolbar, click the Attach paperclip icon to open the attachment window.
    SV - Toolbar.png
  6. Select the document from your computer or network and confirm the attachment.

Method 2: Attaching a Document from SmartVault

Access your stored documents in SmartVault directly.

  1. Click the Attach paperclip icon on the SmartVault Toolbar.
  2. Click Inbox in the Attach window.
  3. Choose a document from the Inbox or another folder and click Move.

The document is moved from its current folder to the QuickBooks document folder under the VaultName/Applications/QuickBooks/Documents folder structure.

Method 3: Scanning and Attaching a Document with a TWAIN-compliant Scanner

Ensure your TWAIN-compliant scanner is connected and powered on.

  1. Enable OCR on your scanner settings if you want searchable PDFs.
  2. Click the Attach paperclip icon on the SmartVault Toolbar.
  3. Click Inbox in the Attach window.
  4. Click Scan. SmartVault scans the document into the SmartVault Inbox.
  5. Name and describe the document, then click Accept.


    Optical Character Recognition (OCR) transforms scanned documents into searchable PDFs, making finding and retrieving files easier. Ensure you enable OCR capabilities after creating your SmartVault toolbar ScanSnap profile. 

Method 4: Using Fujitsu ScanSnap Scanner

Make sure your Fujitsu ScanSnap scanner is supported and active.

  1. In the system tray, click the ScanSnap icon and ensure the SmartVault toolbar profile is selected.
  2. With QuickBooks open to a supported transaction, place the document on the scanner and press Scan.
  3. Use the SmartVault auto-naming feature or your naming convention in the Upload window.
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