Sharing important documents between business owners and clients can be difficult because sometimes email gets lost, attachments are too large and files are hard to keep track. QuickBooks Online makes this process easy with its built-in share document feature. This tool allows accountants and their clients to upload, share and access important files in one place. If you are a small business owner and work with clients, understand how can your client access shared documents in QuickBooks Online.
It can make your work a lot more efficient and organized. In this blog, we will discuss client access shared documents in QuickBooks online, shared document features, troubleshooting access issues and more.
What is QuickBooks Online?
QuickBooks Online is an accounting software. It helps in tracking income or expenses, manage inventory and run financial reports and it is also a cloud-based tool. Instead of using traditional accounting methods like spreadsheet or paper records. QBO helps to keep everything organized and updated automatically. Client access shared documents in QBO easily with its advanced features.
What are the Client Access Shared Documents in QuickBooks Online?
Shared document features in QuickBooks Online is a tool that allows you to easily upload, share and access important files. QuickBooks Online gives you a secure, organized location to store everything which you need for your business. You should upload receipts, invoices, contracts and other important documents in QuickBooks Online. It helps share these files with your clients.
You can also track which documents have been shared and which are still pending. When you are a business owner and accountant, the shared documents feature helps to streamline your workflow and keep your financial information organized.
Who can use it: Client and Accountant?
Both client and accountant use the shared documents in QuickBooks Online but they both have different roles and access levels.
For Client
- As a client you can upload receipts, bills, invoices and contracts into QuickBooks Online.
- Once these files are uploaded then you can easily share them with your accountant.
- You should access documents which your accountant has shared with you.
- This helps managing your business’s finances much easier and more organized.
For Accountant
- Accountants have access to shared document features but little bit more control.
- They can upload files to share with clients and manage all the documents for different clients.
- Accountants can also review, approve and request additional documents to clients.
- It helps streamline workflow during tax season and monthly bookkeeping.
Now you understand both client and accountant can use shared documents. Clients use it to share files and see what will be shared with them. Accountants have more control over organizing and managing the documents.
How can Client access shared documents in QuickBooks Online?
Accessing shared documents in QuickBooks Online is simple. Here are a few steps that help client access shared documents in QBO.
- Log in QuickBooks Online account using their username and password.
- Then go to the “Documents” or “Document center” section under “Banking”.
- In the Document Center, the client can see a list of all the files which are shared with them such as receipts, invoice and more.
- To open a file, simply click on the document which they want to access. You can view it online or download it for later use.
- If something is missing or needs additional documents from their accountant then clients can request files by contracting their accountants in QuickBooks Online.
Limitations and Best Practice of Client Access Shared Documents in QuickBooks Online
Here we discuss limitations to keep in mind along with best practice which make the process more easier.
Limitations
- File Size and Types: Some restrictions on the type of files that can be uploaded. For example if certain file formats like PDF’s, image and some times of type documents are supported. They do not support large files. If the uploaded file too large or in wrong format than you get a error message.
- Limited Collaboration Features: If you upload or share documents but QuickBooks Online does not offer full document collaboration. You can not do any changes in shared files but if changes need to be. Then do changes outside of QuickBooks and reupload files.
Best Practice
- Organize files in a folder.
- Use a clear file name.
- Check file formats and sizes.
- Regularly review shared files.
- Use notifications.
Problems During Client Access Shared Documents in QBO
Here are some common problems clients may face accessing shared documents in QuickBooks Online.
- Can not Find Share Document Section: If client did not find where is the share document section because they are in the wrong part of QuickBooks Online.
- Missing Documents: If you want to share the document but it is not found. It means the document may not be uploaded currently or some permission issues.
- Can not Download File: Sometimes the files can not be downloaded because there is some issues with file format and internet connection.
- Account Permission: If a client gets a message that they do not have access to certain documents. It should be a permission issue.
- Error Message: Client might see an error message when they try to access shared documents. This should be a system glitch or problem with a file.
Conclusion
In conclusion, we hope this blog helps you to understand about client access shared documents in QuickBooks Online. We briefly explain about shared document features that help to upload and access important files. This blog is very helpful for you to access shared documents easily.