Cannot Attach Documents

Understanding QuickBooks Attachments

QuickBooks Desktop's attachment feature allows you to attach files (receipts, contracts, invoices, photos) directly to transactions, customers, vendors, and other records. This creates a digital paper trail that keeps related documents organized and easily accessible.

When the attachment feature is not working, you may see missing attachment icons, error messages when trying to upload files, or the entire Doc Center may be unavailable. Understanding how QuickBooks stores and manages attachments helps diagnose these issues.

Common Attachment Problems

Enabling Attachment Feature

The attachment feature must be explicitly enabled in QuickBooks preferences:

1. 1
   Open Preferences

   In QuickBooks Desktop:

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   1. Edit → Preferences
   2. Select "Integrated Applications" in left sidebar
   3. Click "Company Preferences" tab

2. 2
   Enable Doc Center

   In the Integrated Applications preferences:

   • Check the box for "Enable Doc Center"
   • If already enabled, try unchecking, clicking OK, then re-enabling
   • This forces QuickBooks to reinitialize the feature
3. 3
   Configure attachment storage

   Still in Company Preferences:

   • Click "Attachments" button
   • Choose storage location: same folder as company file or custom location
   • For multi-user, use a network path accessible to all users
   • Click OK to save
4. 4
   Restart QuickBooks

   Close and reopen QuickBooks for changes to take effect. Test by opening a transaction and looking for the paperclip attachment icon.

Missing Attachment Icon

If the attachment feature is enabled but the icon still does not appear:

Attachment Upload Errors

Supported File Types and Limits

Attachment Storage Configuration

Choosing the right storage location is critical for multi-user environments and backup strategies:

Changing Storage Location

1. 1
   Access attachment settings

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   1. Edit → Preferences → Integrated Applications
   2. Company Preferences tab
   3. Click "Attachments" button

2. 2
   Choose new location

   In the Attachments dialog:

   • Select "Use this location" radio button
   • Click "Browse" and navigate to desired folder
   • For network storage, use UNC path (\\ServerName\Share\Attachments)
   • Click OK to save
3. 3
   Move existing attachments

   QuickBooks does NOT automatically move existing attachments. You must manually copy the Attach folder from old location to new location, then update the path in preferences.

User Permissions and Access

Attachment access requires both QuickBooks user permissions and Windows file system permissions:

QuickBooks User Permissions

1. 1
   Check user role

   Company → Set Up Users and Passwords → Set Up Users. View the user's assigned role and permissions.

2. 2
   Grant attachment access

   For users who need to attach files:

   • Admin: Has full attachment access automatically
   • Regular users: Must have access to the transaction types they will attach to
   • Users with view-only access can view attachments but not add/delete

Windows File Permissions

1. 1
   Verify folder permissions

   On the attachment storage folder:

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   1. Right-click attachment folder → Properties
   2. Security tab
   3. Verify user or "Everyone" is listed
   4. User needs "Modify" or "Full Control" permissions
   5. If missing, click Edit → Add → add user → grant permissions

2. 2
   Test write access

   From the user's computer, navigate to the attachment folder and try creating a test file. If this fails, Windows permissions are the issue, not QuickBooks.

Best Practices for QuickBooks Attachments

Organizing Attachments

Backup Considerations