How to email attachments from QuickBooks®

One of the most useful tools in QuickBooks is the ability to email attachments easily and seamlessly to customers and coworkers alike. Don’t know how to send attachments from QuickBooks? Learn how here.

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Last Updated March 29, 2024

A person working on a laptop with the screen showing them working inside of QuickBooks.

For decades, QuickBooks has been the leading accounting software for small to medium-sized businesses, allowing for the organizing of business finances, tracking performance, processing payroll and more.

One of QuickBooks’ most valuable tools is the ability to email attachments easily and seamlessly to customers and coworkers alike. The in-app mailing feature saves time by letting you email documents straight from the application. Using QuickBooks’ Secure Webmail functionality also ensures the data you’re sending is verified and protected.

Why attach and send email attachments from QuickBooks?

One of the most common use cases for emailing attachments from QuickBooks is to send copies of terms and conditions, contracts or images related to an invoice.

Why attach and send files directly from within QuickBooks? Here are a few reasons:

  1. Improved workflow and productivity: It would be a pain to export and save a file to your desktop only to re-upload it as an attachment to your email and then send it to the client. Using the QuickBooks’ Secure Webmail in-app feature allows you to skip those extra steps, saving a few minutes each time you send a file.
  2. Protected and secured client files: It’s called “Secure Webmail” for a reason. Exporting files to a local desktop introduces unnecessary security risks. Keep your clients’ files confidential and secure using QuickBooks’ broad array of built-in tools.

To start sending attachments from QuickBooks, you just need a few things:

The person receiving the email just needs a PDF viewing program available since all attachments are sent out in a standard PDF format.

Now that we’ve covered the basics, let’s go over the instructions!

QuickBooks tutorial: How to attach and send files

Step one: Start by opening a Transaction that already has an attachment. If there are currently no files attached, you can click Attach File to add them.

An image of where the “attach file” button appears on a transaction screen in QuickBooks.

Select files from your computer or drag and drop them into the Attachments window. Click Done to save.

An screen image that shows where to add attachments from a QuickBooks transaction.

Step two: From this window, select the Email icon. In the drop-down menu, select [item] and Attached Files.

A screen image of where to find the email and attached files selections in a QuickBooks transaction.

Step three: Confirm that the email template, body and attachments are correct. Then, click Send.

A screen image that shows sending an email attachment from QuickBooks.

Need more QuickBooks help?

Keep your Downloads folder clear, save time and keep your client files secure by linking your email to QuickBooks. If you haven’t set up your email in QuickBooks yet, you can find instructions for the setup process below.

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