How to Make an Accountant's Copy in QuickBooks Desktop? Your Comprehensive Guide

QuickBooks Desktop offers a powerful feature known as the Accountant's Copy, streamlining collaboration between business owners and accountants. This feature enables accountants to make adjustments without hindering day-to-day operations. Here's a step-by-step guide to creating an Accountant's Copy effortlessly.

Step 1: Open QuickBooks Desktop

Launch QuickBooks Desktop on your computer and log in to the company file for which you want to create an Accountant's Copy.

Step 2: Navigate to the File Menu

Click on the "File" menu located at the top-left corner of the QuickBooks window. This will open a drop-down menu with various options.

Step 3: Select 'Send Company File'

From the File menu, choose the "Send Company File" option. A sub-menu will appear, and you should select "Accountant's Copy" from the available choices.

Step 4: Click on 'Client Activities'

Once you've selected "Accountant's Copy," click on "Client Activities" from the submenu. This will open a new window with additional options related to the Accountant's Copy.

Step 5: Choose 'Save File'

In the Client Activities window, select "Save File." QuickBooks will prompt you to choose a location on your computer to save the Accountant's Copy file.

Step 6: Set a Dividing Date

Set a dividing date that indicates the point until which the client can make changes. This ensures that the accountant's work and the client's adjustments do not overlap.

Step 7: Share the Accountant's Copy File

After setting the dividing date, share the Accountant's Copy file with your accountant. You can use email or a cloud service to transmit the file securely.

Step 8: The Accountant Makes Adjustments

Your accountant will receive the Accountant's Copy and make necessary adjustments without affecting your ongoing work. They can later send the changes back to you.

Step 9: Import Accountant's Changes

Once you receive the adjusted file, go to the "File" menu, select "Utilities," and choose "Import Accountant's Changes." Follow the on-screen instructions to integrate the changes into your company file.

Step 10: Review and Finalize

Review the changes made by your accountant and ensure everything is accurate. Once satisfied, finalize the changes, and your QuickBooks Desktop file is updated with the accountant's adjustments.

By following these steps, you can seamlessly create and manage an Accountant's Copy in QuickBooks Desktop, facilitating collaboration between you and your accountant. This feature enhances the efficiency of financial processes and ensures accuracy in your business records.

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