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Quick Guide on How to Create & Send QuickBooks Accountant’s Copy

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. As the name suggests, it helps you collaborate with your account on QuickBooks Desktop. In this article, learn how to send an accountant’s copy of QuickBooks company file.

With an Accountant’s Copy, you will be able to send your company file to your accountant without stopping your work. You will be able to import the changes made by your accountant and merge them with your changes easily.

How to Send an Accountant’s Copy of QuickBooks (Step by Step Guide)

Before proceeding with the tutorial, you need to decide on a dividing date. Once you have created the Accountant’s copy, you will be able to enter transactions for dates only after the dividing date. Once you have checked the company file and decided a dividing data, follow the below-given procedure.

IMPORTANT: If you are using the QuickBooks Desktop Enterprise version, you need to turn off Advanced Inventory features before proceeding. You can turn them on after sending the Accountant’s copy.

In QuickBooks, go to File and chose to Send Company File.
Click Accountants Copy and chose Client Activities.
Click Save File and select Next.
Select Accountant’s Copy and click Next.
Enter the desired dividing data and click Next.

You will now have an Accountant’s copy in a .qbx file format. And you are equipped with the knowledge of how to send an accountant’s copy of QuickBooks.

You can give it to your accountant on a USB flash drive or via a cloud-sharing service.

Use QuickBook’s built-in feature to Send an Accountant’s Copy

Follow these steps to use the built-in feature to send an accountant’s copy of the QuickBooks company file:

Follow the above-given steps 1 and 2. Then, click ‘Send to Accountant’ and hit ‘Next’.
Type the dividing data and click ‘Next.
Enter the email address of your accountant.
Create a password for the file (share this with your accountant).
Click ‘Send’.

NOTE: If you had turned off the Advanced Inventory feature, you can now turn it on again.

‘Unable to Create Accountant’s Copy’ QuickBooks Error

Sometimes, while creating an accountant’s copy, you might get a QuickBooks error that does not let you do so. It might happen if your QuickBooks is not updated or if the Company file is damaged.

The error can also come up due to firewall blocking, slow internet connection, or server error. It can also occur if you use the File Transfer service in QuickBook to send the Accountant’s Copy.

How to Fix Unable to Create Accountant’s Copy Error

First, ensure you are using the latest version of the QuickBooks Desktop app.

To do this, open QuickBooks and go to Help. Choose Update QuickBooks Desktop. Then click on ‘Get Updates’. Once the update has been downloaded and installed, restart QuickBooks.

Make sure the company file does not have any special characters in its name.

If there’s a special character in the file name of your QuickBooks company file, you can simply right-click on it to rename it. Sometimes, removing special characters can help resolve the error.

If the company file size is larger than 200 MB, you might face encounter this error when sending it via the File Transfer service.

You can alternatively upload the .qbx or .qby file to a cloud storage service like OneDrive or Google Drive and share it with your accountant.

The company file is corrupted or damaged.

You may be unable to create an Accountant’s Copy if your company file is damaged. You can easily fix this problem with the QuickBooks file doctor tool. The tool can resolve various errors related to network and company files. This tool can be downloaded from the Intuit website or the QuickBooks Tool hub. If you still can’t make an Accountant’s Copy file, move on to the next solution.

You might not have security permissions.

Locate the QuickBooks company file and right-click on it. Choose the ‘Sharing and Security option and click on ‘Permission’. Now choose the ‘Add/Browse’ option and find the current user through which you are accessing the file.

Give all the read and write permissions to the user and then try creating an Accountant’s Copy again.

Conclusion – Contact QuickBooks Desktop Accounting Experts

If you are unable to create an Accountant’s Copy in QuickBooks due to this error, you should try reinstalling your QuickBooks Desktop. You can also take help from your accountant or get in touch with the QuickBooks desktop support team at +1888-727-4587.

What is Accountant Copy and How to Use It in QuickBooks Desktop?

If you manage your reckonings in QuickBooks Desktop by yourself. You are required to send the company file to your accountant for review. You will clearly use the QuickBooks Accountant Copy feature in QuickBooks Desktop.

It is a wondrous feature in QuickBooks desktop that allows you to create and send a copy of the company file to your Accountant without you having to stop your work while they check the files.

How Does the QuickBooks Accountant Copy Work?

You might frequently need to send QuickBooks company files to your accountant, and it is impractical to wait for them to send the files back. Instead, QuickBooks Accountant Copy can allow your accountant to make any changes while you continue working on the file, and then you can just merge the changes by importing the Accountant Copy.

How to Create Accountant Copy in QuickBooks Desktop?

QuickBooks offers two ways to create and send an Accountant’s Copy. You can either put it on a flash drive or upload it on a cloud drive. You can also use QuickBook’s built-in File Transfer Service.

To create a QuickBooks Accountant Copy,

Open QuickBooks, click on File, and select Send Company File.
Go to Accountant Copy, then Client Activities, and click on Save File.
Then click Next and choose Accountant’s Copy.
Click Next, choose the dividing date, then hit Next.

You will now get QuickBooks Desktop Accountant Copy in a .qbx file format. You can give it to your Accountant on a USB flash drive or send it over email or a cloud service like OneDrive, Dropbox, Google Drive, etc.

How to Send Accountant’s Copy via QuickBooks File Transfer Service?

In the File menu, go to Send Company File.
Select Accountant Copy and go for the option Client Activities.
Click Send to Accountant and hit Next.
Choose the dividing date and click ‘Next.
Type your Accountant’s and your email address.
Enter a password for the file and share it with your accountant.
Click Send.

Once the file is sent, the Accountant’s Copy is available to download for two weeks before it gets deleted from the servers.

How to Import a QuickBooks Accountant Copy Change File?

Once your accountant has reviewed the Accountant’s Copy file and made changes to it, they can send it back to you in a change file format (.qby).

If they send it through the Web, you will get an email notifying you of the same and asking you to download the file within 30 days.

To import these changes directly into your QuickBooks file, you need to open the company file that you used to create the Accountant’s Copy.

Then follow these steps:

Click File and choose Accountant Copy.
Go to Client Activities and click on Import Accountant’s Changes from Web.

QuickBooks will download the file and open the change listing.

If you already have the change file, you can select the Import Accountant’s Changes from File option in Client Activities to open it directly. Or, you can just double-click the .qby file to open it (make sure your original company file is open).

How to Incorporate Your QuickBooks Accountant Copy Changes?

After you have successfully opened the change file,

Go through the changes made by your accountant and ensure that none of the changes made by your accountant conflict with your work. In case it does, you’ll get a message below the change with additional instructions.
If you want to keep a record of the changes, you can save it as a PDF file or print it.
Once you have reviewed the files and are satisfied with the changes, click on Incorporate Accountant’s Changes and hit OK. (If you don’t want to import the changes, just close the file.)
A window will open up instructing you to Save a Backup Copy of your company file. Pick a folder for the backup and click OK. Close the window when the process is completed.

Note: During this process, the title bar will display a warning saying Accountant’s Changes Pending. Once you have incorporated the changes, this warning will go away.

Reach out to QuickBooks Desktop Experts & Get Help With Accountant Copy in QuickBooks Desktop

Using a QuickBooks Accountant’s Copy can save a lot of time and make it easy for you to collaborate with your accountant. In case you are unable to follow any of these instructions, ask your accountant for help or reach out to QuickBooks Desktop support experts at +1888-727-4587.

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How to Send an Accountant’s Copy of QuickBooks