How to Send an Accountant’s Copy of QuickBooks Company File?

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On rare occasions, it may be necessary to cancel the accountant’s copy. Please discuss this with your accountant prior to removing the accountant copy restrictions. Once you decide to remove the restrictions, you cannot import your accountant’s changes and they must be entered by hand.

You will receive an email from Intuit/QuickBooks that says your accountant has sent changes for you to import. The Accountant’s Copy allows your accountant to work in a previous period while allowing you to work in the current period. The accountant’s changes can then be imported back into your company file. Several methods of sending an accountant’s copy of your file to your accountant are available, including secure upload via our web portal. This is probably one of the most commonly asked questions from users who hire an accountant to manage their books.

Choose ‘Accountant’s Copy,’ then click on ‘Client Activities.’ 4. Select ‘Save File,’ and choose the desired location to save the Accountant’s Copy. Set a dividing date to restrict the transactions that the accountant can work on. Click ‘Save,’ and QuickBooks will create a .QBX file (Accountant’s Copy) that can be sent to your accountant. This text outlines the steps for monitoring the status of an Accountant’s Copy sent from QuickBooks. After selecting the Accountant’s Copy option from the File menu, the user will be directed to select the radio button for Accountant’s Copy Status, then click Next.

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S changes into your company file using QuickBooks. Before you begin to create an accountant’s copy, discuss a dividing date with your accountant. The dividing date defines the period your accountant will work in. When you have sent the Accountant’s Copy through the QuickBooks File Transfer Service, your accountant will receive an email letting him or her know the file is ready to download. Once your accountant has completed working with your file, he or she will create a change file for you to import back into your company file.

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It may arise because of the reason that your QuickBooks is not updated or any particular Company File is corrupted or damaged. In case you are using the QuickBooks Desktop Enterprise version, before you proceed you must turn off the Advanced Inventory feature. After sending the accountant’s copy, you can turn them on. You can also upload the .qbx or the .qby file to the cloud storage service such as Google Drive or One Drive and then you can share it with your particular accountant. When you send the right accountant’s copy to a client and do it within the scheduled time under the guidance of an expert, it helps to boost your business significantly. When the accountant has completed the work and sends it back to you, your upload of the changes now includes all of their changes and is live in the system.

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Currently Gmail has a 25mb file size limit. If your backup file is 25mb or less then skip the above and just email the file directly over to your CPA. Once the green check is on the file just right click on Share DropBox Link and then copy the link into an email to your CPA. Voila, your CPA now has a link to download your QuickBooks Backup file. Some of the other alternatives to DropBox are Google Drive and Microsoft SkyDrive. If you read the blog on How to Backup QuickBooks this step should only take 30 seconds.

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The first step is to navigate to the file menu and select “Send Company File” from the options. Once the “Send Company File” menu opens, the user should select the radio button for “Send using my email.” Clicking “Next” will move them to the next step. The final step is to select the accountant’s copy they prepared . After selecting the accountant’s copy, the user can send it using the email function. LiveFlow is one of the best business accounting tools available in 2022 that integrate seamlessly with QuickBooks. The platform allows your business to simplify its financial accounting with easy-to-use templates and features that automate many of the most complicated bookkeeping processes.

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You can now easily add the file to the attachment of your email and send it to your accountant. If your accountant adds inventory transactions to the Accountant’s copy, they won’t have your Advanced Inventory details. This includes things like serial numbers, inventory sites, or lot numbers. You can add this info manually if you need it.

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Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done. You may be unable to create an Accountant’s Copy if your company file is damaged.

Click OK. QB will close all open windows and will create a backup file. Click Options, and from the Backup Options windows, choose a location to save the backup copy of your company file. Access the download link and you’ll receive another email with the one-time password your client provided during the upload. You’ll receive an email from Intuit containing a link to download your client’s company file. One such QuickBooks error that is commonly reported by the users is software unable to open company file in QuickBooks … Are you still stuck and don’t know how to find company data files or recent backup files QuickBooks then please …

She was listed on CPA Practice Advisor’s 40 Under 40 in 2014 & 2015, and has been recognized as Intuitive Accountant’s 2015 QuickBooks Desktop ProAdvisor of the Year. Marjorie sits on Intuit’s VIP Program, is a frequent contributor to Inuit Accountants News Central, and has developed Intuit’s QuickBooks Enterprise Certification training. She has also been published in The Wall Street Journal, Forbes, BusinessWeek, American Express Open, the Huffington Post, and Inc.

Step-by-Step Instructions

Open the company file from which you created the Accountant’s Copy. E-Tech is the #1 Quickbooks data migration and Conversion service provider. With the company file open in QuickBooks for Macintosh, select theFilemenu and selectBackup to QuickBooks for Windows. You’ve got your company’s best interest in mind. You can rest assured that we will work closely with you to create actionable business plans and accurate financial reporting.

  • The accountant cannot add, edit, or void any paychecks, timesheet data, assisted payroll data or direct deposit data.
  • However, as sending the data files via email is limited, you can only share files not exceeding 25MB file size.
  • He/she will use the password given by you to open the particular file.
  • These restrictions will prevent you from doing work that will conflict with your accountant’s work.
  • You will be able to import the changes made by your accountant and merge them with your changes easily.

Users may encounter various issues when … Here in the below article, you will get to know reasons and troubleshooting guidance to fix Script error in QuickBooks … I hope the above mention information will help you to Send QuickBooks File to the Accountant. Now click on the files tab on the top of the navigation bar. The very first thing you are required to do is save the Accountant’s copy within your system. This is required as you would need to, later on, upload the same within your program.

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There are limitations to what you can do after creating an Accountant’s Copy. These restrictions will prevent you from doing work that will conflict with your accountant’s work. ClickSaveand allow the backup process to run. You will receive notification when the process is complete. Users need to follow a slightly different process.


You can now share the file via email with your accountant. Enter this password to download the accountant’s copy. Before you start, if you use QuickBooks Desktop Enterprise, turn off any Advanced Inventory features you currently use. You’ll turn them back on as soon as you send the Accountant’s Copy. Give all the read and write permissions to the user and then try creating an Accountant’s Copy again. Fully functional with test data and specific industry editions so that you can use the software as if it were the live version.

Choose Accountant’s Copy, and click “Next”. Next, click «Save» again, and your file will be downloaded. XLS, XLXS, etc., are supported file formats by Dancing Numbers. You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop. Confirm that you wish to send an Accountant’s copy and select Next.

  • Find the particular QuickBooks company file and press right-click on it.
  • There are limitations to what you can do after creating an Accountant’s Copy.
  • It is not always practical to give them a copy of the file and wait for them to make the changes and return it.
  • If you’re sure you want to remove the restrictions, select the checkbox and click OK.
  • Only QuickBooks Accountant file transfer service utilizes file encryption to eliminate the security threats related to sharing a portable QuickBooks file via email.

You can continue to work in the present value of an annuity table after the dividing date. 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. The accountant will be able to open, view, and manage your account by importing that file into the QuickBooks Online or QuickBooks Desktop software. Yes, both you and your accountant can work simultaneously on the company file and Accountant’s Copy, respectively. The dividing date set while creating the Accountant’s Copy ensures that your work is not interrupted.

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You can also check out the video below for more insights. Yes, your accountant can make changes to the Accountant’s Copy, and these changes can be imported back into your original company file. Once your accountant finishes making their changes, they will save the file as a .QBY (Accountant’s Copy Import File). You can then import this file into your original company file, and the changes made by your accountant will be reflected in your records. You can send the Accountant’s Copy to your accountant through email or any file-sharing service like Dropbox, Google Drive, or OneDrive. Simply attach the .QBX file to an email or upload the file to a shared folder, and then share the link with your accountant.

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