Comments on: QuickBooks 2010 Document Management

By: QuickBooks 2012 Document Management is Changing Again! : QuickBooks and Beyond

QuickBooks 2012 Document Management is Changing Again! : QuickBooks and Beyond — Mon, 19 Sep 2011 16:04:10 +0000

[...] 2010 Intuit released QuickBooks Document Management as an integrated tool with QuickBooks (see this article). This was a subscription based online product through the Intuit App Center, storing your [...]

By: Charlie

Charlie — Fri, 16 Sep 2011 16:35:09 +0000

Linda, it depends on a number of circumstances. You asked this in the discussion on the 2010 product, but note that there are differences between this feature in the 2010, 2011 and 2012 products (I’ll have my review of the BIG changes in this product for 2012 in an article in my other blog at http://www.sleeter.com/blog/ on September 19th).

If you use the feature that lets you store the documents on the local computer (in 2011 and 2012) then you will NOT be able to see the documents if you get a portable company file or accountant’s copy. The documents aren’t accessible anywhere but on the client’s system.

If you use the feature that lets you store the documents in the cloud, I believe that the QBM will work for you, BUT the client has to give you THEIR online login credentials to their account. Sometimes people don’t do that.

For the Accountant’s Copy, I have to admit that I’m not sure. I haven’t looked at that, and it is a very, very good question. I believe that if you store the documents in the cloud you SHOULD be able to see the attachments, if you have the login credentials, but I’m not certain.

And, all this is going to change in the future. If you want to work with a client file and attached documents, I highly recommend going to SmartVault instead.

By: Linda

Linda — Fri, 16 Sep 2011 02:34:54 +0000

When the QuickBooks portable file or an accountants copy is sent to the CPA for audit or taxes will the be able to click on “attach” and view the document?

By: Victoria

Victoria — Sat, 30 Apr 2011 06:31:52 +0000

As a PaperSave user for 5 years, I would not recommend it. It is slow, difficult to understand, expensive for what you receive, has horrible tech support and crashes often.

By: Charlie

Charlie — Mon, 20 Sep 2010 15:23:39 +0000

Kathy, I believe that the latest version of Document Management (being renamed to “Attached Documents”) allows you to save Outlook emails, so you can possibly use that feature if the documents are coming through Outlook. But that might not work as well as you would like. Other than that, yes, with Intuit’s system, you would have to save the documents locally first, then attach them. For scanning – select a standard folder and always use the same location so that you know where to find things when attaching.

By: Kathy Lester

Kathy Lester — Mon, 20 Sep 2010 03:34:23 +0000

Hi Charlie, I am in the process of evaluating this new feature. We are on Enterprise 10. Some of the work required seems redundant since we receice numerous documents in PDF format through email and efax. It looks like we have to save the document locally then attach to a QB file. Is there a way to send the document directly to the online document inbox without saving it first?

With the scanning feature where do you scan to. We use diffent scanners but I was trying to find a file within QB to send the documents to.

Any tips would be appreciated. Thanks.

Kathy

By: Charlie

Charlie — Wed, 23 Jun 2010 15:52:52 +0000

Katherine, I’ve talked to a number of people who had used the older version and weren’t satisifed with the program, and also who had complaints about customer service and refunds. When I ran my test, I used the newer version (as you noted) which performed much better, and that had more features. I had no problem getting technical support AND I had no problem getting a full refund. I’ve talked to their President on occasion since that time, and he is very concerned about customer service and refund issues. In talking to other users since that time, in general it seems that the company realized that they had a problem in the past and has made efforts to improve support and customer service. While there was no excuse for any problems you had when you dealt with them, overall I’d say that the company has realized the problems and has implemented new policies to resolve the issues. At least that is my experience.

There are a number of alternatives for document management, and everyone should find the one that works best for their situation. We are fortunate to have a variety of programs available.

By: Katherine

Katherine — Wed, 23 Jun 2010 01:24:39 +0000

Charlie – An update to my post last October about PaperSave. The version I had did not allow me to attach documents to invoices I created. It only allowed attachments to vendor invoices. It looks like the version you tested added this ability and it is listed on their website. As for my experience getting a refund, it shouldn’t make any difference whether I contacted them by phone or email. They handled it very poorly, plain and simple. If you get the chance, check out Sourcelink – it really is an excellent program, and as I mentioned before, the customer service is top notch.

By: Charlie

Charlie — Fri, 11 Jun 2010 22:29:27 +0000

Steve, a very reasonable question to ask. In fact, I’ve started asking some people at Intuit about this, we’ll see what I come up with. I will say that Intuit is very focused on this kind of thing, and given their involvement with TurboTax I’m sure that they have good policies in place. But, that is an assumption, and not always the best thing to do. We’ve seen some big companies, like Microsoft, stumble in the past year…

By: Steve Gill

Steve Gill — Fri, 11 Jun 2010 22:09:49 +0000

I had a client ask me today about the safety and security of the QuickBooks document management function (given the well-publizied security breaches these day). I contacted ProAdvisor support and they actually could not find any information about where the data is hosted, what the backup facility was, what backup procedures are in place, or any other information that would be standard for someone considering a “cloud” application. Obviously this makes me uncomfortable in recommending QuickBooks Document Management to anyone. Has anyone else ever seen a description of where this is hosted and what their security/backup protocols are? This may apply to all Intuit Workplace Apps if the hosting is at the same place.