How To Email QuickBooks File

How to Securely Email QuickBooks Files: A Comprehensive Step-by-Step Guide

For small business owners who work with accountants or bookkeepers, sharing your QuickBooks company file is a routine but critical task. Whether you're sending data for tax preparation, financial review, or ongoing bookkeeping, knowing how to properly email QuickBooks files is essential for maintaining data integrity and security. This comprehensive guide provides detailed, step-by-step instructions for sharing your QuickBooks data, along with important security considerations and best practices.

Understanding the Security Implications of Emailing QuickBooks Files

The Risks of Email-Based File Sharing

While email remains the most common method for sharing QuickBooks files with accountants, it's important to understand the associated security risks:

1. Data Interception: Unencrypted email attachments can potentially be intercepted during transmission.

2. Accidental Disclosure: Files might be sent to incorrect email addresses or forwarded unintentionally.

3. Storage Security: Files may remain on email servers beyond your control.

4. Size Limitations: Most email services have attachment size limits (typically 25MB).

5. Version Compatibility: Ensuring the recipient can open and work with your file format.

Secure Alternatives to Standard Email

For enhanced security, consider these alternatives:

• QuickBooks Accountant File Transfer Service: Intuit's encrypted file transfer system

• Secure Client Portals: Dedicated portals offered by many accounting firms

• Encrypted Cloud Storage: Services like Dropbox, Google Drive, or OneDrive with password protection

• FTP/SFTP Servers: For very large files or regular transfers

• Physical Media: Encrypted USB drives for highly sensitive data

Best Practices for Secure File Sharing

1. Always encrypt files with strong passwords before emailing

2. Send passwords separately via different communication channels

3. Verify recipient email addresses before sending

4. Confirm receipt with your accountant

5. Delete sent files from your email server when possible

6. Use antivirus software to scan files before sending

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Understanding QuickBooks File Types for Sharing

1. QuickBooks Backup Files (.QBB)

Purpose: Complete backup of your company file, compressed for easier sharing.

When to Use:

• When your accountant needs the entire company file

• For long-term archiving

• When migrating to a new computer or version

• When file recovery is needed

Limitations:

• Can only be restored, not directly opened in QuickBooks

• May still be large even after compression

Step-by-Step: Creating a Backup File

Step 1: Prepare Your File

1. Open QuickBooks Desktop

2. Ensure all users are logged out

3. Go to File → Switch to Single-user Mode

4. Save any pending work

Step 2: Create the Backup

1. Navigate to File → Back Up Company → Create Local Backup

2. In the backup dialog, select "Local Backup"

3. Click "Options" to configure backup settings

Step 3: Configure Backup Options

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Location: Choose a secure, easily accessible location (Desktop recommended)
- Select "Browse" to choose folder
- Create a dedicated folder for QuickBooks backups

Naming Convention: Use clear, descriptive names
- Example: "YourBusiness_Backup_2024_MonthEnd.qbb"

Additional Options:
- ✓ Add the date and time to the file name (recommended)
- ✓ Limit the number of backups kept in this folder
- ✓ Verify data integrity (crucial for reliable backups)
- Select "Complete Verification" for most reliable results

Step 4: Complete the Backup

1. Click "Next" then "Save it now"

2. Click "Next" again, then "Save"

3. Monitor the progress bar; do not interrupt the process

4. Note the location of your saved .QBB file

Step 5: Prepare for Email

1. Navigate to the backup file location

2. Check file size (right-click → Properties)

3. If file exceeds 25MB, consider compression or alternative sharing methods

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2. QuickBooks Portable Company Files (.QBM)

Purpose: Compressed version containing essential financial data without templates, logos, or attachments.

When to Use:

• When file size needs to be minimized

• For regular sharing with your accountant

• When email attachment size is limited

• For quick data transfers

Advantages:

• Significantly smaller file size

• Contains all essential financial data

• Quicker to create and transfer

Limitations:

• Removes non-financial elements (logos, templates)

• Cannot be used for complete backups

Step-by-Step: Creating a Portable Company File

Step 1: Initial Preparation

1. Open QuickBooks and ensure you're in Single-user Mode

2. Close any open reports or forms

3. Save any recent work

Step 2: Create Portable File

1. Go to File → Create Copy

2. Select "Portable Company File"

3. Click "Next"

Step 3: Save Location Selection

1. Click "Browse" to choose save location

2. Select Desktop for easy access

3. Use naming convention: YourBusiness_Portable_MonthYear.qbm

4. Click "Save"

Step 4: Creation Process

1. Click "OK" to begin creation

2. QuickBooks displays progress with detailed status messages:

   • "Preparing data for portable company file..."

   • "Creating portable company file..."

   • "Portable company file created successfully."

3. Note the exact file size when complete

Step 5: Verification

1. Navigate to the saved .QBM file

2. Right-click → Properties to verify size

3. Consider creating a test restore if this is your first time

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3. QuickBooks Accountant's Copy Files (.QBA or .QBX)

Purpose: Specialized file that allows simultaneous work by both business owner and accountant.

When to Use:

• When ongoing collaboration is needed

• For tax preparation or audit support

• During financial review periods

• When you need to continue working while accountant reviews data

Key Feature - Dividing Date:

• Transactions before this date: Accountant can modify

• Transactions after this date: Only you can modify

• Prevents conflicts and overwrites

Step-by-Step: Creating an Accountant's Copy

Step 1: Initial Setup

1. Open your company file in Single-user Mode

2. Go to File → Accountant's Copy → Client Activities

3. Select "Save File"

Step 2: File Type Selection

1. Choose "Accountant's Copy"

2. Click "Next"

3. Select "I want to create an Accountant's Copy"

4. Click "Next"

Step 3: Set Dividing Date

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Important: The dividing date should be:
- End of a reporting period (month, quarter, year)
- Agreed upon with your accountant
- Realistic for your accounting schedule

1. Select an appropriate dividing date

2. Consider your accountant's needs and your workflow

3. Click "Next"

Step 4: Save File

1. Choose save location (Desktop recommended)

2. Use naming convention: YourBusiness_AcctCopy_DivDate.qbx

3. Click "Save"

4. Read and acknowledge the information screen

5. Click "OK"

Step 5: Post-Creation Notes

1. QuickBooks creates two files:

   • .QBX file (for your accountant)

   • .QBA file (for you to continue working)

2. Note any restrictions that appear

3. Save the .QBA file in your regular QuickBooks folder

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Emailing QuickBooks Files: Detailed Procedures

Method 1: Standard Email Attachment

For files under 25MB:

Step 1: File Preparation

1. Create the appropriate file type (as detailed above)

2. Verify file size is under your email provider's limit

3. Consider compressing with WinZip or 7-Zip if close to limit

Step 2: Email Composition

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Subject: Clear and specific
- Example: "QuickBooks File - YourBusiness - Month End - 03/2024"

Body Content:
- Your name and business name
- File type and contents description
- Any special instructions
- Dividing date (if applicable)
- Password (if encrypted) - SEND SEPARATELY
- Request for confirmation of receipt

Step 3: Attachment and Security

1. Click "Attach" in your email client

2. Select the QuickBooks file

3. If file is password-protected, send password via:

   • Text message

   • Phone call

   • Secure messaging app

   • Never include password in same email

Step 4: Send and Follow-up

1. Double-check recipient email address

2. Click "Send"

3. Follow up in 24 hours if no confirmation received

Method 2: Using QuickBooks Accountant's Copy File Transfer Service

Most Secure Method - Uses Intuit's Servers

Step 1: Initiate Transfer

1. Go to File → Accountant's Copy → Client Activities

2. Select "Send to Accountant"

3. Read the information screen and click "Next"

Step 2: Set Dividing Date

1. Choose appropriate dividing date

2. Consider your accountant's requirements

3. Click "Next"

Step 3: Enter Contact Information

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Your Information:
- Your name
- Your email address
- Phone number (optional but recommended)

Accountant's Information:
- Accountant's name
- Accountant's email address (VERIFY ACCURACY)
- Firm name (optional)

Step 4: Set Security Password

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Password Requirements:
- Minimum 7 characters
- At least one number
- At least one uppercase letter
- Avoid easily guessable information

1. Create strong password

2. Enter in both password fields

3. Send this password separately to your accountant

Step 5: Optional Message

1. Add any special instructions

2. Include preferred contact method

3. Mention urgency level if applicable

Step 6: Complete Transfer

1. Click "Send"

2. Wait for confirmation screen

3. Note the transfer reference number if provided

4. Intuit sends download link to your accountant

Step 7: Follow-up

1. Notify your accountant to expect the email

2. Provide the password securely

3. Confirm they received and accessed the file

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Handling Large QuickBooks Files

When Files Exceed Email Size Limits

Option 1: File Compression

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Tools Needed: WinZip, 7-Zip, or built-in Windows compression
Process:
1. Right-click the QuickBooks file
2. Select "Compress" or "Add to archive"
3. Choose maximum compression
4. Test the compressed file can be extracted

Option 2: Cloud Storage Services

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Recommended Services:
- Dropbox (up to 2GB free)
- Google Drive (15GB free)
- OneDrive (5GB free)
- WeTransfer (2GB free, no account needed)

Procedure:
1. Upload file to chosen service
2. Set appropriate sharing permissions
3. Send share link via email
4. Password-protect the share link if available

Option 3: FTP/SFTP Transfer

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For Technical Users:
1. Use FileZilla or similar FTP client
2. Upload to your accountant's FTP server
3. Provide credentials securely

Option 4: Physical Media

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When Security is Paramount:
1. Use encrypted USB drive
2. Send via registered/courier service
3. Include password separately

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Troubleshooting Common File Sharing Issues

Problem: File Too Large After Compression

Solutions:

1. Create Portable Company File instead of Backup

2. Use QuickBooks Condense Data utility to reduce file size

3. Split data by date range into multiple files

4. Use Intuit's transfer service for Accountant's Copies

Problem: Accountant Cannot Open File

Solutions:

1. Verify QuickBooks version compatibility

2. Ensure correct file type was sent

3. Check file wasn't corrupted during transfer

4. Confirm password was provided correctly

Problem: Email Server Blocks Attachment

Solutions:

1. Rename file extension to .txt and instruct recipient to rename

2. Use cloud storage link instead

3. Try different email provider

4. Use Intuit's transfer service

Problem: Security Concerns

Solutions:

1. Implement file encryption

2. Use secure transfer methods

3. Establish clear file sharing protocols

4. Consider secure client portal

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Best Practices for Ongoing File Sharing

Establish a File Sharing Protocol

1. Schedule Regular Transfers: Set consistent dates for file sharing

2. Standardize File Naming: Use consistent naming conventions

3. Maintain Transfer Log: Track what was sent and when

4. Verify Data Integrity: Confirm files open correctly after transfer

Version Control Management

1. Clear Versioning System: Use dates or version numbers in file names

2. Archive Old Files: Maintain organized archive of shared files

3. Document Changes: Note significant modifications between versions

Communication Protocol

1. Pre-Transfer Notification: Alert accountant before sending large files

2. Confirmation Requirement: Always require receipt confirmation

3. Issue Escalation: Define steps if problems occur

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Frequently Asked Questions (Expanded)

Q: How do I send invoices or forms via email directly from QuickBooks?

A: QuickBooks has built-in email functionality for forms:

1. Enable Email: Set up email in QuickBooks Preferences

2. Send Individual Forms: Open the form, click "Email" button

3. Batch Email: Use "Batch Send" for multiple forms

4. Customize Templates: Modify email templates in Preferences

5. Security: Always verify recipient email addresses before sending

Q: How do I email customer statements from QuickBooks?

A: Detailed process for emailing statements:

1. Prepare Statements: Customers → Create Statements

2. Select Customers: Choose specific customers or ranges

3. Email Option: Select "Email" delivery method

4. Customize Message: Edit subject and body as needed

5. Preview: Always preview before sending

6. Send: Click "Send" – QuickBooks processes each individually

Q: What are my options for sharing very large QuickBooks files?

A: Comprehensive options for large files:

1. QuickBooks Accountant's Copy File Transfer Service

• Maximum security through Intuit's servers

• No practical file size limit

• Built into QuickBooks Desktop

2. FTP/SFTP Server

• Ideal for very large files or regular transfers

• Requires technical setup

• High security with proper configuration

3. Cloud Storage Services

• Dropbox Business (unlimited storage options)

• Google Workspace (flexible storage plans)

• OneDrive for Business (integrated with Microsoft 365)

4. Physical Media with Encryption

• Encrypted external hard drives

• Password-protected USB drives

• Delivered via secure courier

5. File Compression and Splitting

• Advanced compression tools

• Split large files into segments

• Reassemble at destination

Q: How do I ensure version compatibility when sharing files?

A: Version management strategy:

1. Coordinate Versions: Align your QuickBooks version with your accountant's

2. Backup Files: Always send backup (.QBB) files for best compatibility

3. Test Openings: If possible, test files in different versions

4. Update Schedule: Coordinate software update schedules

Q: What security measures should I take when emailing financial data?

A: Comprehensive security protocol:

1. Encryption: Always encrypt files before sending

2. Password Protection: Use strong, unique passwords

3. Separate Transmission: Send passwords via different channel

4. Verification: Confirm recipient identity before sending

5. Audit Trail: Maintain records of what was sent to whom

6. Data Minimization: Only send necessary data

Q: How often should I send files to my accountant?

A: Recommended frequency based on business needs:

• Monthly: For ongoing bookkeeping services

• Quarterly: For tax estimation and planning

• Annually: For tax return preparation only

• As Needed: For specific consultations or reviews

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Advanced Topics

Automating File Transfers

1. Scheduled Backups: Configure automatic backup creation

2. Scripting: Use batch files for routine compression and transfer

3. Integration: Connect QuickBooks to cloud storage APIs

4. Workflow Automation: Tools like Zapier for automated processes

Regulatory Compliance Considerations

1. Data Privacy Laws: Understand GDPR, CCPA, or other applicable regulations

2. Record Retention: Know required retention periods for shared files

3. Audit Requirements: Maintain transfer logs for compliance

4. Industry Standards: Follow industry-specific data handling guidelines

Training Team Members

1. Standard Operating Procedures: Document file sharing processes

2. Security Training: Educate staff on data protection

3. Verification Checklists: Create checklists for error prevention

4. Emergency Protocols: Plan for data breach responses

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When to Seek Professional Assistance

Contact +1.888.381.4670 for expert help when:

1. Complex File Issues: Corrupted files or compatibility problems

2. Security Concerns: Need guidance on data protection

3. Automation Needs: Want to streamline regular file transfers

4. Training Requirements: Staff needs guidance on proper procedures

5. Compliance Questions: Regulatory or industry-specific concerns

Our Services Include:

• Secure file transfer setup and configuration

• QuickBooks version compatibility guidance

• Data security and encryption implementation

• Automated backup and transfer systems

• Staff training on file sharing best practices

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Conclusion

Emailing QuickBooks files requires careful attention to security, file type selection, and transmission methods. By following the detailed procedures outlined in this guide, you can ensure that your financial data reaches your accountant securely and intact. Remember that the method you choose should balance convenience with security, always erring on the side of data protection when possible.

For personalized assistance with QuickBooks file sharing or any other QuickBooks challenges, our team of certified professionals is available to help. Contact us at +1.888.381.4670 for expert guidance and support tailored to your specific business needs.