Record management may feel like an unimportant task, but it is vital to being a successful real estate investor!
TurboTenant Accounting allows you to add receipts to each transaction and store any important information under the Notes & Documents tab, which is found under Organization.
Generally speaking, tax documents and receipts need to be readily available for three years. As a rule of thumb, documents can be safely disposed of after seven years. If you have any critical documents like sale journals or deeds, it is best to keep those until you are no longer liable.
Adding Receipts to Transactions
While Booking Transactions
When booking a transaction, select the 'Click to Add Pictures or Files' button to add a saved transaction from your computer.
Please note: TurboTenant Accounting allows for PDF, PNG, and JPG files to be uploaded. Our system currently has no automated way to send a receipt from an email inbox to TurboTenant Accounting. However, you can screenshot or download the receipt from your email, then upload that file or image from local storage or import it via web address if it is hosted elsewhere.
Editing a Booked Transaction
Navigate to the Transaction tab and click 'Edit'
From there, click 'Edit' and find the 'Click to Add Pictures or Files' button at the bottom.
To Export Receipts in Bulk
There are a few things to be aware of when exporting attachments in bulk.
The bulk exporter can only download 500 receipts at one time. If you select a date range containing more than 500 receipts, you must update the range and run the export tool more than once.
Your attachments will be downloaded in a compressed .zip file. Each date you have a receipt for will have its own folder with all receipts from that day inside of it.
The attachment exporter only includes the receipt files. It does not include documents, notes, or transaction information. The 'General Ledger Export' (available from the Reports page, in the Other box) downloads an Excel file of all transactions.
1) Navigate to the Reports page and select Attachments Export
Click on Reports from the left side menu.
Click the 'Attachments Export' in the Other box.
2) Update the filter
Select the date range and report scope for the attachments you'd like to export.
3) Click 'Update Filter' to start the download
Depending on how many attachments were in the date range and how large the individual files are, the download may take up to a minute to complete.
The bulk exporter can only download 500 receipts at one time. If you select a date range containing more than 500 receipts, you must update the range and run the export tool more than once.
To Export Receipts Individually
1) Navigate to the transaction to export the receipt
You can access transactions from multiple locations in TurboTenant Accounting, including the revenue or expense pages, the booked transactions page, and the import feed.
2) Click on the paperclip to open the attachment
This will open the attachment into a new tab in your web browser.
Please note that the paperclip icon may be displayed in a different location, depending on where you access the transaction from. For example, the Transactions page will display on the left, close to the transaction type.
3) Save the file from the new tab
The file will automatically open in a new tab on your browser.
Right or double-click on the attachment image, select 'save image as,' or select File, then Download. The exact process depends on your web browser and computer operating system.