Use an Accountant's Copy working file in QuickBooks Desktop

Find out how to use an accountant’s copy as a working file in QuickBooks Desktop Accountant and Enterprise Accountant.

After you receive your client’s accountant’s copy (.QBX), you need to convert it to an accountant’s copy working file (.QBA) so you can make changes to their books. Once it’s converted, you can easily correct and adjust transactions. We’ll show you how.

Important: When you open the accountant’s copy, make sure to use the QuickBooks version (Premier or Enterprise) your client used to create it.

Step 1: Make sure you’re using your QuickBooks’ Accountant Edition

1. From the File menu, select Toggle to Another Edition.
2. Premier (or Enterprise Solutions) Accountant Edition - Home should be grayed out. If not, select its radio button.
3. Select Next, then Toggle. Don’t worry, you can toggle back to your preferred edition once you’re done.

Step 2: Convert the accountant’s copy to a working file

1. From the File menu, select Open and Restore Company.
2. Select Convert an Accountant’s Copy Transfer File, then Next.
3. Read through the Overview, then Next. Do the same with the Can and Can’t Dos and select Next.
4. Find and open the accountant’s copy (.QBX).
5. Confirm you want to convert the file.
6. Rename the file, then select Save.

Step 3: Make changes to your client’s books

With an accountant’s copy working file, you can now make necessary changes and corrections to your client’s books. Here are common tasks you can do with the help of different Accountant Tools:

• Correct opening balances
• Write off a group of invoices
• Enter multiple transactions at once
• Delete or void transactions by batch
• Correct transactions assigned to wrong accounts or classes
• View all list changes
• Fix incorrectly recorded sales tax

• Correct inventory errors

Step 4: Send the changes to your client

Once you’re done making changes, export the accountant’s copy as accountant’s changes (.QBY). Send the file to your client and let them know how they can import the accountant’s changes to their company file.

The Essential Accountant’s Copy Guide

This article is a part of the Accountant’s Copy in QuickBooks. To learn more about this feature, check the following articles:

• Remove the accountant's copy restriction
• Convert an accountant's copy to a regular company file