Efficiently Managing Rabies Vaccination Documentation for Guests with Dogs

Learn how to efficiently manage and attach rabies vaccination documentation to guest invoices using QuickBooks and Text Blaze.

April 25, 2025 By Tim Moody

In this guide, we'll learn how to efficiently manage rabies vaccination documentation for guests using QuickBooks. The process involves confirming receipt of the documentation via email, utilizing a pre-set snippet in Text Blaze for quick responses. We'll also explore how to attach the received document directly to the guest's invoice in QuickBooks, streamlining record-keeping and reducing paper usage. This method not only saves time but also enhances accessibility for future reference.

Confirming Receipt of their Vaccination Document(s)

When you receive the rabies vaccination documentation from a guest, please respond to confirm receipt.

A snippet is set up in Text Blaze for this purpose. To use it, open your email, hit reply, and type the following.

Step #1: Click on "Reply" — Click on "Reply"

That stands for "dog confirming receipt."

Now, this form appears. Simply type the guest's name.

Step #3: Type their name in this text field here — Type their name in this text field here

Step #4: Click on "Insert" — Click on "Insert"

As shown below, it inserts some extra space between the inserted reply and the signature. I like to hit backspace to delete a line.

You should also change the name in the email signature if you are not Tim Moody.

Then send the email.

Step #7: Click on "Send" — Click on "Send"

Attaching the Documentation to the Guest's Invoice in QuickBooks

You can print and attach it to the physical invoice if you prefer. However, I've started doing something different that's quicker, easier, and better in several ways. It uses less paper and is faster to find and access when needed. This method involves attaching the document they sent us directly to their invoice in QuickBooks.

Pull up their invoice.

Notice at the top of the invoice, there's an option called "attach file." When you open it, it prompts you to drop documents from Outlook, your desktop, or folders here.

Step #8: Click on "Attach File" — Click on "Attach File"

Step #9: Click on "Drop documents from Outlook" — Click on "Drop documents from Outlook"

You can click the computer or scanner button to import files. However, if you drag and drop directly from Outlook, there's no need to save it onto the computer first - it saves directly into QuickBooks!

The easiest way is to open Outlook and resize it without minimizing. You can click the button between the minimize and close buttons found at the top-right corner of the window:

Then, position Outlook over QuickBooks, moving it to the side to keep it out of the way.

Step #11: This setup is fine — This setup is fine

Left-click the PDF document, hold the mouse button down, drag the cursor over to the attach file window in QuickBooks, and drop it.

Step #12: Click on "Daisy Rabies Shots20250425.p ..." — Click on "Daisy Rabies Shots20250425.p ..."

Step #13: Drag "Daisy Rabies Shots20250425.p ..." — Drag "Daisy Rabies Shots20250425.p ..."

Release your mouse button anywhere over the QB popup.

You can now click X to close the pop-up.

At the top, you'll see the number one in orange on "Attach File." Click it again to view the documentation. Double-click to open it.

Step #16: Click on "Attach" — Click on "Attach"

Voila! Now you can double-click to open it directly within QuickBooks.

Step #17: Double-click here — Double-click here

Step #18: Click here to close the attachments window — Click here to close the attachments window

Updating the Invoice's "Pet Fee" Notation

The only thing left to do is mark the notation on the pet fee line as received.

Select "Not Yet Received" and delete it.

You can type today's date manually but we have something set up in Text Blaze to do this. Just type "/td" (today's date) to insert today's date.

Step #20: If this happens just ignore the Create event thing — If this happens just ignore the Create event thing

Save and close, and you're all set.

Step #21: Click on "Save & Close" — Click on "Save & Close"

Step #23: Click on "Do Not Send" (no need to re-send the invoice for this sole purpose) — Click on "Do Not Send" (no need to re-send the invoice for this sole purpose)