How To Send an Accountant's Copy of QuickBooks

August 19, 2022

How To Send an Accountant's Copy of QuickBooks

As a business owner, it's important that your accounting is managed correctly, and the best tool for business accounting is QuickBooks. Therefore, you will probably want to send your accountant a copy of your QuickBooks file so that they can handle your bookkeeping. But how to send an accountant’s copy of QuickBooks Desktop? And how to send an accountant’s copy of QuickBooks Online?

Well, it’s actually fairly simple and straightforward for both the desktop and online versions. In this article, we will explain everything you need to know about giving your accountant a copy of QuickBooks so that they can record all of your financial transactions and manage your records.

How do I email an accountant copy of QuickBooks?

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.

Here’s how to do it step-by-step:

1. Open QuickBooks and go to the file tab. Select “Switch to Single User Mode”

2. Select the option that says “Backup Company”

3. Choose the option that says "Local Backup"

4. Next, select a location to download the file to on your device

5. Add that file as an attachment in an email and send it to your accountant

That's pretty much all there is to it. Your accountant will be able to import all of your data into the QuickBooks software, and from there, they'll be able to manage and maintain your financial accounts as per your instructions to them.

How do I give an accountant a copy of QuickBooks?

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. This not only allows your accountant to manage your data but it also ensures that you will always have a backup copy yourself in case your master file is ever corrupted, which, although unlikely, can happen.

How do I share an accountant's document in QuickBooks online?

If you want to share your data via QuickBooks Online, you can follow the same steps above, but if the file size is too big, then you may need to create a portable file that's compressed and can be sent without exceeding the file size limitations set by most email providers.

Here's how to create a portable QuickBooks copy that you can send to your accountant through QuickBooks online or another file-sharing service:

1. Open QuickBooks and navigate to the file tab

2. Select “create copy” and choose “portable company file (QBM)

3. Click "Next", then "Save", and select a location to download the compressed file

4. Next, click "Save" again, and your file will be downloaded.

5. Now you will be able to send a smaller compressed file to your accountant.

Keep in mind that this may not be necessary; however, if your QuickBooks file exceeds 25MB, then you will most likely need to use this option instead of the first method we went over in this article.

How do I send a backup copy of QuickBooks?

By following the methods described above, you will be able to backup your QuickBooks data and send that file over to your accountant so that they can extract your data and work on your accounting tasks in QuickBooks Desktop or QuickBooks online. You can also check out the video below for more insights.


Most businesses use QuickBooks to handle their accounting and bookkeeping processes. Therefore, you will probably want to give your accountant a copy of your file so that they can take care of these things for you. By following the guidance above, you’ll be able to send your accountant a copy of your QuickBooks file, and they’ll be able to keep track of everything for you so that all of your financial records are accurate and up to date.


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