Adding the Open Balance on QuickBooks Open Sales Order Report
Sorting Lists in QuickBooks

Attach Documents to QuickBooks With Ease

Why waste time searching the paper filing cabinets for copies of important customer information or copies of vendor invoices? Simply attach them directly into QuickBooks using SmartVault software.

SmartVault is an "add-on" product that works with QuickBooks, and allows you to:

  • Attach copies of customer drawings, contracts and other documents directly to their account in QuickBooks.
  • Attach copies of customer purchase orders, terms and conditions and other documents directly to their estimate, sales order or invoice in QuickBooks.
  • Attach copies of vendor invoices and other documents directly to bills and checks in QuickBooks.
  • Attach copies of employee W-4 and other tax forms directly into QuickBooks, even if you are NOT using QuickBooks for payroll processing.

A very simple process gets the documents from your hands into QuickBooks. Using the SmartVault Inbox, you can either scan the document into QuickBooks or attach an existing document:

Smart Vault Inbox

You then enter the transaction (check, invoice, sales order, etc.) as normal into QuickBooks, and then choose to attach the document(s) you have saved in your in-box directly to that transaction, customer, vendor, etc.

Smart Vault Attachment

SmartVault also provides:

  • The capability to backup your data to a secure, offsite data center (chances are, you aren't doing this critical step with your current backups!)
  • The ability to share your QuickBooks data and documents with your CPA to streamline the month-end, quarter-end, or year-end process with them significantly!

SmartVault is not software you purchase via a CD. Rather, it is known as "software as a service", which allows you to spend less time on the technology and more time on the business. There are three pricing levels of the SmartVault service:

  1. Free Plan - 1 user account, storage of 50 documents, and 50MB of backup storage space.
  2. Standard Plan - 1 user account, storage of up to 1000 documents, and 1 GB of backup storage space.
  3. Team Plan - 5 user accounts, storage of up to 5,000 documents, and 5 GB of backup storage space.

I set up SmartVault in my QuickBooks consulting business in less than 10 minutes. It's that easy.



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Hi Doug:

Thanks for your post.

A couple of things to keep the conversation moving:

1) Is the objective of looking at this type of solution just the ability to store documents online or is it full integration with QuickBooks?
2) Have you shown the board of directors just how much their "old" system of doing things is actually costing them? (usually way more than what SmartVault costs!)

If the goal is just documents online, Google Docs will be ok. If the goal is full integration and ease of access in QuickBooks, Google Docs is booted from the equation, as they have no integration with QuickBooks as far as I know.

The trick for you is to demonstrate just how SmartVault can really help streamline everything that needs to happen between you and the organization on a monthly or quarterly basis.

Or, you could let them get a free solution and bill for your services instead (big grin)...

Scott Gregory

I'm a CPA and am donating my accounting services to a local non-profit company. I'm using QuickBooks 2011 and will be doing work remotely for them. I've recommended they purchase the Team Version of SmartVault for the ease of use and the integration with QuickBooks. Their Board of Directors are bulking at the cost and suggest I instead use a FREE service such as something offered from Google, such I suppose as Google Docs. Your suggestion regarding the drawbacks of Google Docs or other free apps would be helpful. Thank you. - Doug

I recently came across your post and have been reading along. I thought I would leave my first comment. I don't know what to say except that it caught my interest and you've provided informative points. I will visit this blog often.

Thank you,

I'm glad you read it

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