How to Create Accountant Changes File in QuickBooks? Your Comprehensive Guide

QuickBooks, a powerful accounting software, provides a seamless way for accountants to make changes and updates to financial data. One essential feature is the ability to create an "Accountant Changes File," which streamlines collaboration and ensures accurate financial records. In this guide, we will walk you through the step-by-step process, making it easy for you to efficiently manage accountant changes in QuickBooks.

Step 1: Access the Company File

Begin by opening QuickBooks and accessing the company file for which you want to create an accountant changes file. Ensure that you have the necessary permissions and credentials to make modifications.

Step 2: Navigate to the Accountant's Toolbox

Once inside the company file, locate the "Accountant's Toolbox." This toolbox serves as a hub for various accountant-related functions. You can find it typically under the "Accountant" menu.

Step 3: Choose "Create Accountant's Copy"

In the Accountant's Toolbox, select the option labeled "Create Accountant's Copy." This initiates the process of creating a file that accountants can use to make changes without affecting your ongoing work.

Step 4: Set the Dividing Date

When prompted, set the dividing date. This date marks the point until which you can make changes in the primary company file. It's crucial to communicate this date to your accountant to ensure a smooth collaboration.

Step 5: Save the Accountant's Copy File

Choose a location to save the Accountant's Copy file. QuickBooks will generate a file with a .QBX extension. Store it in a secure location, and consider using a clear naming convention for easy retrieval.

Step 6: Share the File with Your Accountant

Now that you have created the Accountant's Copy, share it with your accountant. You can use secure file-sharing methods or cloud services for efficient collaboration. Remember to communicate any specific instructions or requirements.

Step 7: Accountant Makes Changes

Your accountant can work on the Accountant's Copy without affecting your daily operations. Once they have completed the necessary adjustments, they will provide you with an updated file.

Step 8: Incorporate Accountant's Changes

Back in QuickBooks, go to the Accountant's Toolbox and choose "Incorporate Accountant's Changes." Follow the prompts to merge the changes made by the accountant into your primary company file.


Creating an Accountant Changes File in QuickBooks is a straightforward process that enhances collaboration between you and your accountant. By following these step-by-step instructions, you ensure a seamless exchange of financial information while maintaining the integrity of your company file. Embrace the efficiency and accuracy that QuickBooks brings to your accounting processes.

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