QuickBooks is a powerful accounting tool that helps businesses manage their finances efficiently. One of its most valuable features for collaboration is the Accountant’s Copy, which allows business owners and their accountants to work on the same file simultaneously without disrupting each other's work.

In this guide, we’ll walk you through the QuickBooks Accountant’s Copy, including its purpose, benefits, creation, sending process, importing changes, and troubleshooting common issues.

What is the QuickBooks Accountant’s Copy?

The Accountant’s Copy is a special type of company file in QuickBooks that enables an accountant to make changes while the business owner continues working on daily transactions. This feature is particularly useful during tax season or financial reviews, allowing seamless collaboration between the accountant and the client.

When an Accountant’s Copy is created, QuickBooks sets a dividing date, meaning:

• The business owner can continue working on transactions after the dividing date.
• The accountant can make changes before the dividing date.
• Once the accountant sends back the changes, the client can import them into the main company file.

Benefits of Using the Accountant’s Copy

Using the Accountant’s Copy in QuickBooks offers several advantages:

• Minimizes disruptions: The accountant and the business owner can work on the same company file at the same time.
• Enhances security: The original file remains intact, preventing accidental data loss or corruption.
• Speeds up financial reviews: Accountants can make necessary adjustments without needing remote access to the client’s system.
• Easy to import changes: The business owner can import the accountant’s changes with just a few clicks.

How to Create an Accountant’s Copy in QuickBooks?

Creating an Accountant’s Copy in QuickBooks is simple. Follow these steps:

Step 1: Open Your Company File

1. Launch QuickBooks Desktop and open your company file.
2. Make sure all users log out of the file if you're using multi-user mode.

Step 2: Navigate to Accountant’s Copy

1. Click on File from the top menu.
2. Select Send Company File > Accountant’s Copy > Save File.

Step 3: Set the Dividing Date

1. QuickBooks will ask you to set a dividing date.
2. Transactions before this date can be modified by the accountant.
3. Transactions after this date can still be recorded by the business owner.

Step 4: Save the File

1. Choose “Save File” and store it on your computer.
2. The file will have the extension .QBX (Accountant’s Copy Transfer File).
3. Click OK to finalize the process.

How to Send an Accountant’s Copy?

Once the Accountant’s Copy is created, you need to send it to your accountant. You can do this via email or QuickBooks File Transfer Service.

Method 1: Sending via Email

1. Locate the .QBX file on your computer.
2. Attach it to an email and send it to your accountant.
3. Make sure your accountant has QuickBooks Desktop to open the file.

Method 2: Using QuickBooks File Transfer Service

1. Go to File > Send Company File > Accountant’s Copy > Client Activities > Send to Accountant.
2. Enter your accountant’s email address.
3. QuickBooks will encrypt and securely send the file to your accountant.

How to Open and Work on an Accountant’s Copy (For Accountants)?

If you're an accountant receiving a .QBX file, follow these steps to open and work on it:

Step 1: Open the Accountant’s Copy

1. Launch QuickBooks Accountant Edition.
2. Click File > Open and Restore Company.
3. Select Convert Accountant’s Copy Transfer File.
4. Browse for the .QBX file and open it.

Step 2: Make Necessary Changes

1. Work on transactions before the dividing date.
2. Make adjustments such as fixing errors, categorizing expenses, or making journal entries.
3. Save your work periodically.

Step 3: Export and Send Back to the Client

1. Once done, go to File > Send Company File > Accountant’s Copy > Client Activities > Save Accountant’s Changes.
2. Save the file as a .QBY file (Accountant’s Copy Change File).
3. Email or send it back using QuickBooks File Transfer Service.

How to Import an Accountant’s Copy in QuickBooks?

Once the accountant sends back the .QBY file, the business owner needs to import the changes.

Step 1: Open the Company File

1. Launch QuickBooks Desktop.
2. Open your company file.

Step 2: Import the Changes

1. Click File > Send Company File > Accountant’s Copy > Client Activities > Import Accountant’s Changes.
2. Browse for the .QBY file received from the accountant.
3. Click OK and review the changes before accepting them.

Step 3: Review and Apply Changes

1. QuickBooks will display the modifications made by the accountant.
2. Click Incorporate Accountant’s Changes to finalize the process.
3. Once imported, the Accountant’s Copy restriction is removed, and you can continue working on your company file.

Common Issues and Troubleshooting Tips

1. Can’t Create an Accountant’s Copy

Solution:

• Ensure that multi-user mode is disabled.
• Restart QuickBooks and try again.
• Verify that your QuickBooks version is updated.

2. The Accountant’s Copy File Won’t Open

Solution:

• Ensure you are using QuickBooks Accountant Edition to open .QBX files.
• Ask the client to resend the file.
• Convert the file into a working format before making changes.

3. Importing Accountant’s Changes Fails

Solution:

• Ensure that the .QBY file is not corrupted.
• Restore a backup of your company file before importing.
• Check if QuickBooks is updated to the latest version.

Final Thoughts

The QuickBooks Accountant’s Copy is an essential tool for seamless collaboration between business owners and accountants. It allows accountants to make adjustments while enabling business owners to continue daily operations without disruptions.

By following the steps outlined above, you can easily create, send, and import an Accountant’s Copy in QuickBooks. If you encounter any issues, use the troubleshooting tips to resolve them quickly.

For further assistance, consider reaching out to QuickBooks Support or consulting a QuickBooks ProAdvisor for expert guidance.