The Hidden Power of QuickBooks Online Attachments

Why You Should Start Using This Underutilized Feature Today

When it comes to keeping your records audit-ready and organized, QuickBooks Online (QBO) offers a surprisingly powerful feature that many home builders overlook: attachments. According to Jon Markee, your Builder CPA, attaching supporting documents directly to your transactions in QBO can save you time, improve communication with your accountant, and protect you in the event of an IRS audit. In this blog post, we’ll break down why this tool is so valuable—and how to use it effectively.

Attach Supporting Files Directly to Transactions

Most transactions in QBO have a field at the bottom where you can add attachments—and it’s more than just a nice-to-have. You can upload PDFs, Microsoft Office files, images, and even drag and drop them right into the transaction. It’s an easy way to keep receipts, invoices, and other documents directly tied to each entry.

Pro tip: If you’re using Google Drive, you can copy and paste shared Drive links into the memo field for quick access later.

Use the Central Attachment List for Storage

There’s also a centralized way to view all your attachments: Go to the gear icon > Lists > Attachments. From here, you can:

• See every uploaded file

• Check which transactions they’re linked to

• Download files anytime

• Even create an invoice or expense from a stored attachment

While attachments in this list may not automatically share with your accountant, they’re still useful for your own recordkeeping and internal audits.

Share Files Securely with Your Accountant

If your accountant is connected to your QBO file, you can share documents directly through the My Accountant tab. There are two sections:

• Requests – where your accountant can ask for specific items

• Shared Documents – where you can drag and drop files to share securely

This built-in feature makes collaboration smoother and more efficient, especially during tax season or monthly reconciliations.

Prepare for an IRS Audit Before It Happens

The IRS typically audits two to three years after a return is filed—when those little heat-sensitive paper receipts may have faded into blank strips. That’s where QBO attachments shine.

By attaching receipts and other records to your transactions, you’ll be able to:

• Easily pull up reports for a specific year

• Click into individual transactions

• Quickly download all supporting documents

• Provide clear, organized proof during an audit

While exporting documents one-by-one can be a bit tedious, it’s still far better than scrambling to find lost paperwork years later.

Attaching documents in QuickBooks Online is one of the simplest ways to protect yourself, collaborate better with your accounting team, and stay organized year-round. As Jon Markee, your Builder CPA, emphasizes—this underutilized tool can make a huge difference when it comes to audits, decision-making, and saving time. So next time you log into QBO, don’t ignore that little paperclip icon—it might just be your best defense.