Going Paperless with QuickBooks Attachments

Attaching files to QuickBooks transactions is a simple way to help your office go paperless.

Whether a business owner or bookkeeping professional, attaching invoices and receipts to your QuickBooks transactions is a very practical way to allow both you and your tax professional instant access to source documents for expenditures.

Keeping your files in one central location makes it easy for business owners to organize various documents related to customers, vendors, employees and business transactions in one place – the Quick Books Doc Center.

Here’s How To Attach A File To A Bill Using QuickBooks Attachments:

  1. On the ‘Bill Input’ screen, Click the ‘Attach File’ icon (looks like a Paper Clip), as seen below.
  2. QB ATTACHMENT BLOGNext, Choose the source document (for example, a vendor invoice received via email) to attach. QuickBooks will prompt you to choose a file already saved on your PC or Mac.  Or, simply scan the document to attach it instantly to a transaction.
  3. You can use this process to attach source documents to Credit Card Charges, Checks and Debit Card transactions, too! Attach your receipt or invoice and you are good to go!

Don’t forget:  When going paperless, it is critical to maintain a backup copy of your QuickBooks file!  Hard drives crash, and computers malfunction.  Remember to keep hard copies of your source documents until you back up your QuickBooks file to a hard drive or “cloud” based program.

Cloud based storage is a simple, affordable option for backing up your QuickBooks files, and provides ready access to you from any location.  An excellent cloud-based system we recommend is Dropbox.

Visit the Dropbox website for storage options and pricing, your first 2GB of space is free! Dropbox Price & Options

QuickBooks’ blog has an easy step by step guide for clients that utilize QuickBooks online:  Attaching Files for QuickBooks Online Users

We are here to help.  Call our office for questions or to set up an appointment to optimize your QuickBooks program today – 904.829.0082.

The W. H. O’Connell & Associates Team

Annual Report Filing Deadline – May 1st


A quick reminder to all of our clients that are incorporated within the State of Florida:  Annual reports must be filed with the Florida Department of Revenue by May 1st, 2016.   All Florida corporations are responsible for filing their annual report.  All late reports will be assessed a $400 late filing charge, if not received by the May 1st deadline.

Your reports can be filed directly through The Florida Department of Revenue website:  SunBiz.org – Annual Report Filing

We also offer our clients the convenience of filing their annual reports every year.   Contact Heather at our office if you need help filing your 2016 Annual Report.

Heather@WHOCPA.com / 904.829.0082 Ext. 2

Final Legislation for 2015 Tax Year

Last week Congress passed the final legislation that will affect 2015 tax season.

Highlights include:

  • Continued 10% energy credit for all qualified non-business property.
  • Child tax credit is permanently set to $3,000.
  • Section 179 expending limit for businesses has once again been increased to $500,000.

See full article:  Journal of Accountancy 2015 Updates

Wish you and yours a very Happy and Prosperous New Year!

The W. H. O’Connell & Associates Team

Is This a Scam? 5 Ways to Spot Fake IRS Phone Calls

Red retro-styled telephone. Hang up!St. Johns County and St. Augustine residents are among thousands across the country who have been targeted by scam phone callers who claim they are “with the IRS”.  With an upsurge in calls in St. Johns County in recent weeks, we want you to protect our clients from becoming potential victims of these fraudulent calls.

From the IRS’s webpage and an August 2014 statement:

“These callers may demand money or may say you have a refund due and try to trick you into sharing private information. These con artists can sound convincing when they call. They may know a lot about you, and they usually alter the caller ID to make it look like the IRS is calling. They use fake names and bogus IRS identification badge numbers. If you don’t answer, they often leave an “urgent” callback request.

“These telephone scams are being seen in every part of the country, and we urge people not to be deceived by these threatening phone calls,” IRS Commissioner John Koskinen said. “We have formal processes in place for people with tax issues. The IRS respects taxpayer rights, and these angry, shake-down calls are not how we do business.”

The IRS reminds people that they can know pretty easily when a supposed IRS caller is a fake. Here are five things the scammers often do but the IRS will not do. Any one of these five things is a tell-tale sign of a scam:

The IRS will never:

  1. Call to demand immediate payment, nor will we call about taxes owed without first having mailed you a bill.
  2. Demand that you pay taxes without giving you the opportunity to question or appeal the amount they say you owe.
  3. Require you to use a specific payment method for your taxes, such as a prepaid debit card.
  4. Ask for credit or debit card numbers over the phone.
  5. Threaten to bring in local police or other law-enforcement groups to have you arrested for not paying.”

If you are like some of our clients that have received these fraudulent calls, be sure to follow these guidelines and speak with your tax professional if you have been victim to these scams.

Stay updated up us,

The W. H. O’Connell & Associates Team

10 AWESOME Year-End Tax Planning Tips

p1a2lc440m1h86q5m10pq5mnrje6The clock is ticking as we go into the final months of the 2015 tax year.  Stay ahead of the game for this upcoming tax season with some great tips we found!

Check out this very informative and useful article we came across on Accounting today:  Accounting Today: Top 10 Year-End Tax-Planning Tips

Stay updated with us,

The W. H. O’Connell & Associates Team


QuickBooks 2016

Quickbooks-Logo-2014-new-300x76It’s that time of year, Intuit has released QuickBooks 2016!

If your small business is thinking of upgrading your current version of QuickBooks Pro here is a quick look at new features offered by year.

QuickBooks Pro 2016 Comparison

We also found a tour highlighting the new features offered in QuickBooks Premier, most of which are also included in Pro.   Some highlights include:  E-Invoicing to help customers pay invoices to your business directly via credit card or bank transfer.   Also noted is the new ‘Bill Tracker’ feature that allows you to view all your bills in one place, so there’s no need to run reports to fully capture your Accounts Payable – it’s now all in one place.

Check it out for yourself:  QuickBooks Premier 2016 Tour

Whether your business is considering utilizing QuickBooks for the first time or if you are thinking of upgrading, we recommend taking the time to allow our Business Services Team set up your company files to get your business off to the right start and ensure you are purchasing the optimal software package.

Stay updated with us,

The W. H. O’Connell & Associates Team



October 13th Accounting Update

Decal It’s a busy week for our Accountants and staff:  The the final deadline to file individual (Form 1040) returns is this Thursday, October 15th.  Everyone who filed a 6 month extension must submit their 2014 federal income tax returns by midnight Thursday.

We do not always recommend waiting the full six months, but it is sometimes appropriate for clients who need the extra time to get the funds they need to pay their annual tax bill or are missing different tax forms and would rather extend versus amend.

Also, on another note, we are very excited that our all new signage has been completed for our office’s exterior face-lift.  Thanks to our friends, Jennifer and Tom Reed of Avid Design Group, we look better than ever!  Make sure to check them out next time you are passing by or visiting our office.   Jennifer and Tom have been a tremendous help with our re-branding campaign and developing our first website.  Their passion for design and marketing make them a great team.  We would recommend them to any of our clients that have Graphic Design, Marketing and Web Development needs.

Check out their portfolio for yourself!

Avid Design Group Home Page

Stay updated with us,

The W. H. O’Connell & Associates Team

St. Augustine Youth Services Golf Tournament

henryHenry O’Connell out with crew, Mike Siragusa, Les Gallagher and Super Dave Siefker,  proudly participating in St. Augustine Youth Services (SAYS) annual golf tournament fundraiser.

Funds raised today help SAYS to continue offering services to children of abuse and neglect by providing in a safe, therapeutic environment to learn, live, heal and grow into the outstanding kids they are!

Our team is proud to support such a great cause.  Check out the St. Augustine Youth Services Website for more information and ways to help youths in our community that are in need.

St. Augustine Youth Services Website

Stay updated with your tax and accounting professionals,

The W. H. O’Connell & Associates Team