Finn & Cohen CPAs, APC: A professional tax and accounting firm in Monterey, California: QuickBooks Accountant’s Copy

advanced inventory feature

One of the most common questions business owners come across is how to email QuickBooks files. This question is a regular one among QuickBooks users who wish to transfer a QuickBooks file to their respective accountants. No need to email back and forth or worry about who’s changes are the most up-to-date. You can continue to work in your company file while your accountant works on the Accountant’s Copy. When they’re done, simply import their changes and update your books. Here’s how to create and send an Accountant’s Copy.


Select a password to safeguard the Accountant’s copy. This password will be used by your accountant to use the Accountant’s copy. The passwords used for Admin login can be used here also, just ensure you inform your accountant about this. Ensure that you coordinate with your particular accountant before selecting the date. Open your QuickBooks account, and in the File menu select Accountant’s copy and select Client Activities and then choose Create Accountant’s copy.

Open QuickBooks, and from under the File tab, select Switch to Single-user Mode. Open the file in QuickBooks to make the necessary changes.

Finish the Accountant’s Copy

It has a .how to calculate stockholders equity extension at the end of the filename. You can put the file on a USB and give it your accountant, attach it to an email, or share it through a cloud service like Box. There are two ways to get an Accountant’s Copy to your accountant. You can create a file to put on a USB or online hosting service.


Click Print to print a copy of your accountant’s changes, or click Save As PDF to save a PDF file of your changes. This step is recommended so you have a record of your accountant’s changes. Give the Accountant’s Copy transfer file (.qbx) to your accountant and continue work. Change the suggested location for the file and the filename that QuickBooks suggests for the accountant’s copy. You sent an accountant’s copy to your accountant, but they didn’t receive it or there was an issue with the accountant’s copy you sent. Email – Like I said, the path of least resistance is my favorite.

QuickBooks 2022 Accountant Copy

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. Wendy Rafferty is a Supervisor in our Diversified Accounting Services department at Cover & Rossiter. Since joining the firm in 2013, she has helped dozens of businesses with their accounting needs. She is committed to being a passionate advocate for a business’s financial health and well-being. Now fill in all the information required by QuickBooks, like your name, email address, and accountant’s name and email address.


S Copy you should decide what the dividing date will be. You will only be able to enter transactions in the current period, which is any date after the dividing date once the Accountant? Your accountant will create transactions on or before the dividing date. There may be restrictions on what you can do while an Accountant? It is very important you do NOT remove the restrictions without importing the changes your accountant has made to that point. A backup file just compresses the information into a single zipped up file to be transported via email or a file share.

No. 4: The Company File is Damaged or Corrupted

You also have access to those dates again. Currently Intuit requires a password with a capital letter, a number, and a special character (like ! or @). If possible, use the same password that you use to access your Quickbooks file normally, because we may already have that password in our records. Well, it’s actually fairly simple and straightforward for both the desktop and online versions. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at

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CPA Upload – Some CPA firms have a file share server. Inquire with your CPA if they have a file share to upload your file to. Physical Media (CD’s, DVD’s, Thumb Drives) – We discussed this briefly before and just like the Monorail, it’s not the best idea. If your CPA requests a physical media request that you email it.

The confidentiality of this functionality can help comply with laws governing the transfer of personally identifiable information. Your accountant must weigh the cost of the service against its advantages and decide whether it merits implementation. This type of transfer system provides the best protection against online data risk, short of conveying the file on a disc or flash drive that you deliver in person. Accounting is an important part of any business, and QuickBooks is one of the most popular accounting software programs available.

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As mentioned above, the best way to send your accountant a copy of your QuickBooks data is to first make a backup and then send that file over via email. First, click the import button on the Home Screen. Then click “Select your file” from your system.

There is not a need to send your QuickBooks Online file to the accountant. It is merely a matter of providing the accountant with access to the online account. Secure Email attachments will not accommodate the large size of backup files. There is no need to retrieve the backup file from the accountant. Turn your Advanced Inventory features back on. You can keep them on while your accountant works on their Accountant’s copy.

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S very likely you will need to share your data with an accountant or another third party at some point. Often that person will need to make some changes to the file. It is not always practical to give them a copy of the file and wait for them to make the changes and return it. Fortunately QuickBooks includes an “Accountant?s Copy” feature which allows you to keep your file and continue entering transactions in the ? And, at the same time, allows your accountant to make changes to the file in the Accountant? You can then easily merge the two files together by importing the Accountant?

Our head QuickBooks trainer and guru, Marjorie Adams, is Founder and CEO of Fourlane, Inc., an award-winning consulting firm and Intuit’s #1 QuickBooks Reseller Partner. Fourlane’s team of experts offers several QuickBooks oriented services including consulting, training, programming, integration, and more. Over the years, Fourlane has helped over 10,000 customers across many different industries with their QuickBooks accounting software. Marjorie Adams is considered one of the top QuickBooks trainers in the country.

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MotivHealth creates and publishes the Machine-Readable Files on behalf of CMP To link to the Machine-Readable Files, please click here. Cody Webb is a CPA in the Logan office of CMP. Cody is a Cache Valley native and earned both a bachelor’s and master’s degree in accounting from Utah State University.

  • Click Finish to complete the process and the changes will be saved in the Accountant’s Copy.
  • At this point, the accountant will be prompted to enter the password created in the initial step.
  • 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.
  • If your accountant is looking at your books during the year, select the day after the end of the last month.
  • Fortunately QuickBooks includes an “Accountant?s Copy” feature which allows you to keep your file and continue entering transactions in the ?

Get instant assistance with QuickBooks accounting software. Our QuickBooks experts are available 24×7 and resolve issues within minimum turnaround time. We support both US & Canada Editions of QuickBooks Software.

  • By the end of this post, you will have a better understanding of how to send an accountant’s copy of QuickBooks and be able to confidently manage your finances.
  • Sure, but it wasn’t the best idea for moving something from A point B.
  • The following walkthrough is done in QuickBooks Pro 6.
  • A portable file is nothing but a compact version of a company file.
  • ◦ The work will need to be duplicated by you, in your books, based on the accountant’s recommendations.

The Accountant’s Copy in order to work as if you did not create an Accountant’s Copy. Once you do this, you will NOT be able to import your accountant’s changes. All changes will have to be made manually by referring to a printout or PDF file of your accountant’s changes. Create a file transfer password to encrypt the file. Your accountant will need this password to open the file.

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