How to Send QuickBooks Backup File to an Accountant: An Expert Guide

Managing finances efficiently often requires collaboration between business owners and professional accountants. QuickBooks Desktop makes this process easier by allowing users to create backup files and share them securely. Sending a QuickBooks backup file to your accountant ensures they have access to your complete financial records without risking data loss or corruption. Understanding the correct method to send these files can save time, protect sensitive information, and streamline the accounting process.

What is a QuickBooks Backup File?

A QuickBooks backup file, typically with a .QBB extension, is a complete copy of your company’s financial data. Unlike the active company file (.QBW), which is used for daily transactions, the backup file preserves all your data at a specific point in time. This includes transactions, customer and vendor information, payroll data, and financial reports. Creating and sharing a QBB file with your accountant ensures they can work on a safe, accurate copy of your records without affecting your live data.

Benefits of Sending a Backup File to Your Accountant

Sharing a QuickBooks backup file with your accountant has multiple advantages:

• Accuracy in Reporting: Accountants work on complete, untouched data, ensuring error-free financial reports.
• Data Security: The backup file prevents accidental alterations to your active company file.
• Time Efficiency: Accountants can access the file remotely, reducing the need for in-person meetings.
• Compliance Assurance: Ensures financial records are properly archived and ready for audits or tax filings.

Preparing Your QuickBooks Backup File

Before sending the backup file, it’s essential to create and organize it properly:

Step 1: Open QuickBooks Desktop

Launch QuickBooks Desktop and log in to the company file you want to back up. Use an administrator account to access all features and ensure a complete backup.

Step 2: Create a Local Backup

Navigate to the File menu, select Back Up Company, and click Create Local Backup. This opens the backup setup window where you can configure your preferences.

Step 3: Choose Backup Options

Select Local Backup and click Options to choose the folder where the QBB file will be saved. It is advisable to select a secure folder, such as a dedicated backup drive or an encrypted cloud folder, to prevent data loss.

Step 4: Schedule and Name the Backup

QuickBooks allows you to add a date and time to your backup file name. This practice helps in organizing multiple backups and ensures clarity when sending files to your accountant. Once ready, click Finish to generate the backup.

Methods to Send QuickBooks Backup to Your Accountant

Once your QBB file is ready, there are several secure ways to send it:

1. Email

If your backup file is small, emailing it directly to your accountant is convenient. Make sure to:

• Compress the file using ZIP format to reduce size.
• Use a secure email service with encryption to protect sensitive financial information.
• Verify that your accountant can receive large attachments before sending.

2. Cloud Storage Services

Services like cloud storage platforms allow for safe file sharing:

• Upload your QBB file to a secure folder on a cloud service.
• Set appropriate permissions to allow only your accountant access.
• Share a private link with your accountant for downloading the file.

3. External Storage Devices

For large company files, physical storage devices such as USB drives or external hard drives are practical:

• Copy the QBB file to the device.
• Encrypt the drive or use a password-protected folder.
• Deliver the device in person or via secure courier services.

4. QuickBooks Online Accountant Integration

For businesses using QuickBooks Desktop alongside QuickBooks Online Accountant:

• Upload the backup file directly through QuickBooks Online Accountant.
• Your accountant can access the file without manual transfers.
• This method ensures both security and efficiency.

Best Practices for Sending QuickBooks Backup Files

• Verify File Integrity: Open the backup file to ensure it is complete before sending.
• Use Strong Encryption: Always encrypt files when sharing over digital channels.
• Maintain Records: Keep a copy of every backup sent to your accountant for future reference.
• Communicate Clearly: Notify your accountant of the backup method, file location, and any passwords.

Common Errors to Avoid

• Incorrect File Version: Ensure you are sending the QBB file, not the active company file (.QBW), to avoid accidental data corruption.
• Large Attachments: Emailing very large backups can fail; use compression or cloud storage instead.
• Unsecured Sharing: Avoid sending files through unsecured platforms to prevent unauthorized access.

Conclusion

Sending a QuickBooks backup file to your accountant is a critical step in maintaining accurate financial records and streamlining accounting tasks. By following best practices, choosing a secure sharing method, and preparing your backup file correctly, you can ensure your accountant receives reliable and safe financial data. Proper management of QuickBooks backups not only simplifies collaboration but also safeguards your business against potential data loss, ensuring peace of mind and accurate financial reporting.