Learn how to use the Accountant's Copy and know more about its limitations in QuickBooks Desktop.
Creating an Accountant's Copy is the way to go if you need your accountant to review your books and continue working on your company file at the same time. And with the Accountant's Copy file transfer feature, the file is saved in Intuit server, where you can start secured data exchange with your accountant.
Note: If you need to void Accountant's Copy, remove the accountant's copy restriction.
Accountant's Copy workflow
There are two workflows you can follow:
- Accountant's Copy manual workflow - If accountant uses QuickBooks Accountant Edition but not an active ProAdvisor.
You and your accountant can exchange Accountant's Copy file on a USB, attach it on email, or share it through cloud service like Box. You can send back the updated version in the same way. Check out on how to create an Accountant's Copy for specific details.
- Accountant's Copy file transfer (ACFT) workflow -If accountant has an active ProAdvisor membership.
The ACFT feature lets you and your accountant exchange Accountant's Copy files through Intuit's secure server. Check out on how the accountant's file transfer works to learn more.
Here's how Accountant's Copy with file transfer feature works:
Step 1: For Client
- Create Accountant's Copy to send to accountant.
- You can continue to work on current items in the working file (.QBW).
Here, QuickBooks Desktop saves the Accountant's Copy as an export file (.QBX) to the Intuit server, which triggers the system to send an email with a download link to the accountant.
Step 2: For Accountant
- Access and open the file to create working file (.QBA).
- Save your changes and corrections, creating an import file (.QBY), which is saved to the Intuit server.
The client can now open this import file to apply the accountant's changes to the company file.
Accountant's Copy limitations
Here's what you can and can't do in Accountant's Copy.
When working with Lists, you can make the following changes in an Accountant's Copy:
- Add an item to the Class List, Customer List, Employee List, Fixed Asset Item, Item List, Other Names List, Vendor List, and Sales Tax Code List
Note: You can't edit or make items on the Sales Tax Code List inactive
- Edit items on the Vendor List and the Item List
Note: You can't change an item to another type on the Item List
You can't make the following changes:
- Add, edit, void, or delete build assemblies
- Change the type of an item
- Delete and merge existing accounts
- Enter vehicle mileage
When working on transactions, you can make the following changes in an Accountant's Copy:
- Add, edit, and delete most types of transactions dated on or before the dividing date
- Add new transactions dated after the dividing date
- Edit account and tax information for existing items (tax line mapping can't be sent back to the client)
- Temporarily change preferences
- Make adjusting entries
- Add a new account
You can't make the following changes:
- Add, delete, and edit (but not void) payments received
- Add, edit, void, or delete sales tax payments
- Add or use credit card processing
- Create non-posting transactions such as estimates and sales orders
- Edit or void bill payments by credit card
- Transfer funds between accounts
- Add or edit the routing number
When working on payroll-related items, you are generally restricted from making changes in the Accountant's Copy. Although you can still process payroll tax forms.
You can't make the following payroll-related changes in an Accountant's Copy:
- Add, edit, or delete payroll items
- Create, edit, delete, or void paychecks
- Enter, edit, or delete time sheet data
- Create, edit, delete, or void Direct Deposit checks for 1099 vendors
- Send Assisted Payroll Data or Direct Deposits to Intuit
When working in an Accountant's Copy, you can make the following changes:
- Print 1099 and 1096 forms in the historical period
- Create, adjust, and print 941, 940, and W-2 forms
(You can't send adjustments back to the client)
- Create new reports
- Add new customers, vendors, employees, and items
(Exceptions are identified as disabled fields in the Accountant's Copy)
You can't make the following changes in an Accountant's Copy:
- Import data from Excel, Web Connect, and QuickBooks timer files
- Manage service keys (buy additional licenses)
- Use planning and budgeting tools
- Use online banking services
Additionally, you can't send the following changes back to the client:
- User or password changes
- Changes to memorized reports
- Changes to preferences
By default, the Automated Password Reset Tool displays working company files (with the file extension .QBW).
For the detailed steps to use the tool, see Automated Password Reset Tool
To reset the password for an Accountant's Copy (.QBA) file, after you select your version:
- Enter *.* in the File Name field to view all files in the selected directory.
- Select the Accountant's Copy (.QBA) file.
- Enter and confirm your New Password and select Reset Password to complete the process.
The Essential Accountant's Copy Guide
This article is part of a series about Accountant's Copy in QuickBooks. To learn more about this feature, check the following articles:
- Create an accountant's copy to send to your accountant
- Convert the accountant's copy to an accountant's working file
- Export accountant's changes
- Import accountant's changes
- Remove the accountant's copy restriction
- Convert an accountant's copy or an accountant's working file to a regular company file