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1.3. Create an Accountant's Copy of your company file in QuickBooks Desktop
Step 1: Set up QuickBooks
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.
You can skip this step if you use QuickBooks Desktop Pro or Premier, or don't use Advanced Inventory.
Step 2: Create an Accountant's Copy
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. Or you can use the Accountant's Copy File Transfer Service to send a file through the web.
Create a file you can put on a USB
- Go to the File menu and hover over Send Company File.
- Hover over Accountant's Copy and then hover over Client Activities.
- Select Save File and then Next.
- Select Accountant's Copy and then Next.
- Enter the dividing date. Then select Next.
You now have an Accountant's Copy. It has a .qbx 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.
Send a file through the Accountant's Copy File Service
- Go to the File menu and hover over Send Company File.
- Hover over Accountant's Copy and hover over Client Activities.
- Select Send to Accountant and then Next.
- Select Accountant's Copy and then Next.
- Enter the dividing date. Then select Next.
- Enter your and your accountant's email addresses.
- Create a file password for the file. Your accountant needs this to open it.
- When you're ready, select Send.
QuickBooks closes all open windows and sends the file. Keep in mind, your accountant has two weeks to download the Accountant's Copy you sent.
For accountants: download the accountant's copy to make changes
- You'll receive an email from Intuit containing a link to download your client's company file.
- Access the download link and you'll receive another email with the one-time password your client provided during the upload.
- Enter this password to download the accountant's copy.
- Open the file in QuickBooks to make the necessary changes.
Turn Advanced Inventory back on
Next steps: Import your accountant's changes
After you send the Accountant's Copy, QuickBooks adds an "Accountant's Changes Pending" reminder next to your company file name. It also restricts certain activities to avoid conflicting with your accountant's changes.
The message stays until you get the file back and import your accountant's changes, or until you remove the Accountant's Copy restriction.