QuickBooks Tip: How To Send Your QuickBooks File to a CPA

January 29, 2021

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A compressed version of a .qbw file, also called a portable company file. The smaller size makes it easier to create an export file that’s readily transmitted via email or site upload. Each extension serves its own unique purpose within the QuickBooks environment. This new option to send a Portable Company file precludes client confusion about saving a copy in the wrong format, or sending the wrong file, or sending a file that the accountant can’t access.

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QuickBooks contains a lot more essential information related to your company data. To perform some critical or technical method, you may require an accountant to review your accounting books. Even when you encounter technical errors related to the QuickBooks file, your accountant may have to check the error.

What Causes QuickBooks Unable to Create Accountant’s Copy Issue?

Otherwise, you’ll just override the data in your regular file and defeat the purpose of creating the backup. On the next screen select “Restore a backup copy” and click Next. A box will appear announcing that you have No Company Open. To open the file you just created click the “Open or restor an existing company” button.

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This option allows the client to share their file with their accountant while continuing to work in their own copy of the file. A client can send their QuickBooks accountant copy via Intuit servers, email, or a syncing application such as Dropbox. Once the accountant is done, their changes will need to be imported back into the company file by the client, which may require some additional training from the accountant. Sending an Accountant’s Copy via the transfer service is an easy and convenient way to provide your accountant with your company file. For more detailed instructions on creating and sending your file, and importing your accountant’s changes, please see instructions below or call us.

How to Email QuickBooks File | Step-by-Step Instructions

The client can then restore the backup to their PC and will work from this version going forward. As you execute the aforementioned steps, QuickBooks will close all the windows and share the file with the accountant. Please note your accountant will have only two weeks to save the Accountant’s Copy you shared with them. All changes made to your company files since the last backup was made are stored in a transaction log file.

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Canceling the Accountant’s Copy file removes the dividing date restrictions on the file, but it does not delete the file or make it unavailable to your accountant. This allows you to take advantage of free, secure transfer to your accountant without any restrictions on your continued QuickBooks work. QuickBooks is an extremely popular accounting software used globally by businesses of every scale and size. It offers a plethora of features, one of which is QuickBooks Accountant Copy.

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Fortunately, the process is very straightforward either way. First and foremost, it’s worth noting that sending the file directly is not the most secure way to share your QuickBooks data with your accountant. It’s much better to create a copy of your QuickBooks data and then send that data over via email.


Locate the cake decorator job description’s change file (.qby) and click open. This content is for information purposes only and should not be considered legal, accounting, or tax advice, or a substitute for obtaining such advice specific to your business. No assurance is given that the information is comprehensive in its coverage or that it is suitable in dealing with a customer’s particular situation. Gentle Frog, LLC does not have any responsibility for updating or revising any information presented herein.

How to Create an Accountant's Copy of the QuickBooks Data File

It allows you to work on your books, with restrictions. For instance, you will not be able to make changes to transactions before the chosen dividing date. The same cons apply to using a thumb drive or external hard drive as noted in Method #1. When you are done creating the “Accountant’s Copy”, you will see the file name with the “.qbx” extension. Make sure you click the “Yes” button to allow access to the user. When you confirm the password, press the “Next” button.


David – You have a misunderstanding of several things. First, the ability to open an accountant’s copy file was not removed from QB Pro because it was never there. This capability was always only in the higher cost Premier Accountant product. While we can’t speak for Intuit, that approach seems reasonable. Every QB Pro user should be able to generate the accountant’s copy file, but only an accountant needs the extra capabilities to work with it.

How do I give an accountant a copy of QuickBooks?

In other words, the client needs to snail-mail or email the file. Another message appears, telling the client that QuickBooks must close all the windows to create an accountant's copy. QuickBooks next displays another dialog box that insists your poor stressed-out client confirm he really wants an accountant's copy rather than simply a portable copy of the file. \nThen this data file is transmitted to the accountant by the client. \nAnother message appears, telling the client that QuickBooks must close all the windows to create an accountant's copy. \nQuickBooks next displays another dialog box that insists your poor stressed-out client confirm he really wants an accountant's copy rather than simply a portable copy of the file.

If your https://bookkeeping-reviews.com/ Company file is still bigger than 25MB, then you can use online file-sharing services like Dropbox or Share File for secured data sharing. To create a Portable Company file, follow the steps mentioned below. New for 2015, you can send a copy of your company file to your accountant directly from QuickBooks by saving it on any Internet-based shared folder. You can set this folder as the default location and save time for future file sharing with the click of a button. In QuickBooks Desktop, users can share the company file with accountants in different ways.

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If the size of the company file is more than 200 MB, you may experience this issue while sending it through the File Transfer Service. One of the best things about transferring a backup file is that it can be received or sent on multiple versions of QuickBooks Desktop minus any problem during the opening. Dancing Numbers helps small businesses, entrepreneurs, and CPAs to do smart transferring of data to and from QuickBooks Desktop.

In theSave Asfield, type a name for this file or accept the default provided by the program. In theWherefield, it is best to simply save this file to your Desktop. If your accountant is looking at your books during the year, select the day after the end of the last month. So if it is currently December, you would select December 1st, so your accountant had access to all dates up to the end of last month, plus the first day of the current month.

For more details, see the Planergy Privacy Policy. Like Windows users, those using QuickBooks Desktop on Apple’s operating system will encounter a variety of files designed to help the QuickBooks application integrate smoothly. This file contains settings required to support online banking in QuickBooks. Statement Writer includes template files you can use to create reports and statements with a specific configuration and layout. Customized settings for reports and statements are saved in this file format. You can use a .qss file to apply customizations to other reports and statements you create.

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