📧 How To Email QuickBooks File (Step-by-Step Instructions)

Whether you're sharing your company file with an accountant, tech support, or a colleague, emailing a QuickBooks file is a common task. But due to file size limits and security concerns, it’s important to do it the right way. This guide walks you through how to email your QuickBooks file safely and efficiently—whether it's a backup (.QBB), portable copy (.QBM), or accountant copy (.QBX).

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🧩 What Type of QuickBooks File Should You Email?

Before you hit send, choose the right file format:

File Type	Purpose	Recommended For
.QBB (Backup)	Full backup of your company file	Accountants, support teams
.QBM (Portable)	Compressed version for easy sharing	Emailing large files
.QBX (Accountant)	Accountant copy for review/editing	CPA or bookkeeper

Tip: Use a .QBM if your file is too large to email as a .QBB.

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🛠️ Step-by-Step: How to Email a QuickBooks File

✅ Step 1: Create the File You Want to Send

For a Backup (.QBB):

• Open QuickBooks
• Go to File > Back Up Company > Create Local Backup
• Choose Local Backup > Options
• Save the file to a known location (e.g., Desktop)

For a Portable Copy (.QBM):

• Go to File > Create Copy > Portable Company File
• Save the file to your Desktop

For an Accountant Copy (.QBX):

• Go to File > Send Company File > Accountant’s Copy > Client Activities > Save File
• Choose Create Accountant’s Copy
• Save the .QBX file

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✅ Step 2: Compress the File (Optional but Recommended)

• Right-click the file > Send to > Compressed (zipped) folder
• This reduces size and avoids email rejections

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✅ Step 3: Attach and Send via Email

• Open your email client (Outlook, Gmail, etc.)
• Compose a new message
• Click Attach File and select the QuickBooks file or zipped folder
• Add recipient and subject line
• Click Send

⚠️ Most email providers limit attachments to 25MB. If your file exceeds this, use a cloud service (see below).

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✅ Step 4: Use a Cloud Link for Large Files

If your file is too large to email:

• Upload it to Google Drive, Dropbox, or OneDrive
• Right-click the file > Get Shareable Link
• Paste the link into your email message

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🔐 Security Tips

• Never email your file without a password if it contains sensitive data
• Use encrypted email or secure cloud sharing when possible
• Always confirm the recipient before sending

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🧠 Pro Tips

• Use a portable copy for faster transfers
• Always back up your file before sharing
• Let the recipient know which QuickBooks version you used
• Avoid sending files during active QuickBooks sessions

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