After you become an expert QuickBooks user, you must know how to email a file. There are different types of files that you can create in QuickBooks. Moreover, every business hires an accountant to run its basics. Still, you must know the basics, like managing daily accounting, including emailing. This article will guide you through all the emailing procedures in QuickBooks. Moreover, there are also a few negative and positive aspects of emailing that you must be aware of.
What are QuickBooks Files?
QuickBooks uses more than 50 file extensions. This proprietary library is how the software manages each category of information. The accountant’s files have various extensions. Each of these has a different meaning:
- QBA: It is a copy of the accountant’s file. It is created after the accountant opens a file with the QBX extension and the client shares it for review.
- QBX: This extension is for the review copy of the accountant’s file. You use this extension when you export it to the accountant. When he or she opens the backup file, it becomes a copy of the accountant’s file.
- QBY: After the accountant reviews the file, he or she will send you the file with the.qby extension. The file can now be imported and the changes applied.
Types of QuickBooks Files that can be Emailed
You can create the following file types with the file data for the purpose of emailing:
1. Portable Company File
It is basically a way of compressing the file so that you can easily share it via email or another platform. The reason for compressing files is that some sharing services do not support large files. These types of files only contain precise information.
Data like templates, images, logos, etc. is not included in the file. Thus, the size of the file automatically reduces. If the file size exceeds 25 MB, you can opt for other sharing portals rather than email.
You can create a portable file with the following steps:
- Go to File in QuickBooks.
- Choose “Create Copy” and tap “Portable Company File”.
- Go to Next, and then from the drop-down list, click on Desktop.
- Save, and click twice on OK to save the file on your Desktop.
- The file is ready to be attached via email.
2. Backup Copy
The backup copy compresses the actual file and crafts a backup. The backup copy is then shared across the email. However, this feature is not applicable to QuickBooks Online. This duplicate copy is also useful for recovering corrupted or lost data.
If the backup file is larger than 25 MB, you should compress it. To create a backup copy of any file, follow the below steps:
- From the “File” tab, press “Switch to single-user mode”.
- Again, under the “File” tab, go to Backup Company.
- Go to the Create Backup Window, where you can pick “Create a Local Backup”. Select “Local Backup”.
- As you press “Options”, and then you can choose the location to save it.
- Save it and share it via email.
Note: There are no such limitations on creating and opening a backup copy. For example, If the backup was created in QuickBooks 2018, you can use it in the QuickBooks 2019 version.
3. Accountant’s Copy
If there are multiple files or the size of the file is too large, emailing the accountant a copy is the best option. These files have extensions like QBA or QBX, which ensure data security. Furthermore, you can create a password for the file, making it encrypted.
While sharing the file, you can set individual dates with your accountant for modifying the changes.
You create a copy of the accountant with the following steps:
- From the “File” menu and tap on “Accountant’s Copy”.
- Save it in the “Client Activities” section.
- Click “Next” and tap on “Accountant’s Copy”.
- Before you click “Next” for further progress, set the “Dividing Date”. Add the details of the accountant.
- Also, add your details so that the person at the other end knows where it is coming from.
- Attaching your email details will notify you when it is uploaded to the server successfully.
- Send the file.
If you want to save the file for emailing later, you can perform the following steps:
- Hit OK,” enter the location along with the file name, and Save.
- The file is now ready for sharing with the accountant.
Note: These files have a limitation. You have to share the file within the same QuickBooks version. If either you or the accountant is using an updated or older version, the file will sync as per the version. Thus, it is no longer accessible.
There are many associated risks with sharing QuickBooks data via email. If by any chance the email address you entered is wrong, then all the information is at risk. The Accountant file is an encrypted version that eliminates such threats.
Are you a QuickBooks Desktop Enterprise user? If yes, turn off the Advanced features you are currently using. As soon as you create the Accountant’s copy, turn them on. Ignore this if you are a Premiere or Pro user or do not access Advanced features.
Backup File vs. Accountant Copy File
Both files are shareable via email, and the files also have the extension *.cab. However, function-wise, they are different:
A backup file is also a security measure against future corruption. You can use it as the original one in such a case. Thus, you will get the same database as the original file.
The accountant’s copy, on the other hand, is the one that you only send to someone who has the Accountant’s Edition. When an accountant opens this copy, he or she can enter General Journal Entries. The features of this copy are limited to journal entries, reviewing transactions, and making corrections.
How to Securely Share the QB Data Across Email?
Sending a file via mail is a conventional way. However, there are other convenient options for sharing company files. The major drawback of using email is that entering the wrong address will lead to a fatal mistake.
To avoid such a situation, you can opt for another way, like the QuickBooks file transfer service. This service first encrypts the file and shares it via Intuit’s server. Hence, it secures your data.
Sharing the Accountant’s Copy File Client and Accountant Versions
If you are accessing Accountant Copy File Transfer (ACFT), you may be either the client or the accountant. Both parties have to perform different steps in sharing, importing, and exporting the file. For the clients, let’s have a look.
- Press on the “File” menu and again on the “Send Company File” menu.
- In the “Accountant’s Copy, click on “Client Activities”.
- Choose “Send to Accountant” and thereafter “Next”.
- Put the ‘dividing date in and press “Next again”.
- Enter the email ids of your own and the accountant.
- Add a password to the file. The accountant will use the same method for opening the file.
- Share the file by pressing “Send”.
The accountant, after downloading the forwarded copy, can make the necessary changes. To know more about how to make the changes, read the following steps:
- You will receive an Intuit link in an email. Click on the link to download the file.
- As soon as you access the link, another link will enter the mail with the password (the client’s created password).
- The accountant’s copy starts downloading as soon as you enter the password.
- Open the file to make the necessary edits.
As you are already aware of the types of files and the steps of sharing, you can now easily email QuickBooks files. Never forget to review the email address that you have entered for sharing the file. Sending a file to the wrong address will lead to a breach of the database. No worries! You can secure the data prior to sharing. To learn more, scroll up.
How will I share the file if it exceeds 25 MB?
If the company file is larger than 25 MB, creating an accountant copy file is the only way to share the file. This type of copy file does not have any size limitations. So, no matter how large the file is, it is shareable. You can refer to the above article to learn the detailed steps.
How do I secure the data while sharing?
Well, creating a QuickBooks file is absolutely secure. You can use the Intuit sharing service to share the file. In this case, the file is first encrypted and then shared.
Can I share a backup file copy via email?
Yes, you can share the backup copy of any file via email. In fact, you can also save it for future reference if you lose the original one. The receiver of this file will get to view the same database as yours. It cannot be edited.
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