It is tax time again, and we often ask our clients to send us a copy of their QuickBooks file. Some don't know how to accomplish this. As a QuickBooks Pro Advisor, we thought we might share some steps to help.
There are 2 ways to effectlively transfer the QuickBooks (QB) data
- Mail a back up *.qbb file if your tax preparer needs to view and modify your entries.
- Mail a Portable File *.qbm file for the smallest file size results - better for emailing.
Here are the steps for each method - some version may vary slightly... if you have questions, don't hesitate to call us:
Option 1) Making a Backup (.qbb file) on your hard drive in using QuickBooks and sending the file via email:
- Make all entries in your QuickBooks company file for the tax year (for instance, 12/31/2011).
- Choose File > Create Copy > Back Up.
- Use "Local backup"
- Save Now
- Note the Location (I use the Desktop to easily move to step 2) and file name: YOURCOMPANY.qbb
- Choose OK/Save
- Backup may display, "Are you sure you want to back up your company data to your hard disk?"
- Because you will email the file, choose Yes.
- IMPORTANT: For regular backup, back up to removable media, such as CD-R or other disks and not your hard disk.
- Backup may display, "The backup file you chose already exists. Do you want to replace it?"
- Choose Yes if you want to replace the file.
- QuickBooks Information displays, "Your data has been backed up successfully."
- Choose OK to close QuickBooks Information.
- Start your email program.
- Create a new mail message to your tax preparer.
- Choose the option to attach a file. In some email programs you click a 'paper clip' icon.
- Select the folder and file in step (for example, drag the file right from your desktop to the email
- After you have attached the *.qbb file, type a message to your tax preparer asking for a response from him or her when the *.qbb is received.
- Choose Send.
- Close your email program.
Errors:
Some email systems have file size restrictions. If the .qbb is too large, you may not be able to send the backup file via email.
We utilize a secure portable to send the file here at DiSabatino, CPA... just request access!
OPTION 2) Making an Portable ( .qbm) file on your hard drive. This is the best compression - smallest file for easier on-line and email transfers.
- Make all entries in your QuickBooks company file for the tax year (for instance, 12/31/2011).
- Choose File > Create Copy > Portable company file
- Use "Local backup"
- Save Now
- A message may explain the file already exists and ask if you want to replace it?
- Choose Yes if you want to replace the file. Skip to step 8.
- If you do not want to replace the file, choose No.
- QuickBooks Information displays, "A Portbable Copy transfer file has been successfully created."
- Choose OK to close QuickBooks Information.
- Start your email program.
- Create a new mail message to your tax preparer.
- Choose the option to attach a file. In some email programs you click a 'paper clip' icon.
- Select the folder and file created (in my example... the file placed on the desktop ending in .qbm).
- After you have attached the *.qbm file, type a message to your tax preparer asking for a response from him or her when the *.qbm is received.
- Choose Send.
- Close your email program.