Quickbooks FAQ's

How to Transfer an Accountant's Copy to Our Firm

An accountant's copy of a client's QuickBooks file allows us to load their history accounting information while they continue to input current information.  So, they can provide us with a year-end copy of their data to prepare financial statements or an income tax return, while they pay bills and reconcile cash in the current year.  Clients send us their accountant's copy by doing the following (note that we prefer one month after year-end, for example, January 2021 for 2020 which provides cutoff information):

Send a file through the Accountant's Copy File Service

1. Go to the File menu and hover over Send Company File.
2. Hover over Accountant's Copy and hover over Client Activities.
3. Select Send to Accountant and then Next.
4. Select Accountant's Copy and then Next.
5. Enter the dividing date. Then select Next.
6. Enter your and your accountant's email addresses.
7. Create a file password for the file. Your accountant needs this to open it.
8. When you're ready, select Send.

Be sure to let us know the password you assigned when sending us your file! It is different from your login password to QuickBooks.

source: QuickBooks Support

How to Import the Changes from Your Accountant's Copy

Once we perform the client's work, we may have added some journal entries, or reconciled a credit card or something else they requested we do. Clients will need to get those changes into their copy of QuickBooks.  To do this, they import the changes in their accountant's copy that we return to them by doing the following:

Step 1: Import your accountant’s changes

1. If you haven’t already, back up your company file so you have a save point.

2. If you use QuickBooks Desktop Enterprise, turn off any Advanced Inventory features you're currently using. You'll turn them back on after you import the changes.

3. In QuickBooks Desktop, go to the File menu and then select Send Company File.
4. Select Accountant's Copy and then Client Activities.
5. If your accountant sent you their changes in an Accountant’s Changes file, select Import Accountant Changes from File. Browse your computer for the file. It should have a .qby extension at the end of the filename.

If your accountant used the Accountant's Copy File Transfer Service, select Import Accountant’s Changes from Web. Follow the onscreen steps to import their changes.

Step 2: Review your accountant’s changes

QuickBooks adds your accountant's changes automatically. Check to make sure their changes do not conflict with any work you’ve done recently. If you have questions, talk to your accountant before moving on.

1. When you’re ready to import their changes, select Incorporate Accountant's Changes. If you don’t want to import their changes, select Close.
2. Select OK to confirm the changes and close any open windows.
3. Then select OK and Close again. QuickBooks will create another backup of your company file.

You may also want to update the closing date and password based on your accountant’s changes.

The links here are to QuickBooks Support articles and are not part of the Knoble Ingle website.  If QuickBooks changes its links, the information may no longer be available.

Source:  QuickBooks Support

Inviting Us as Your Accountant for Quickbooks Online (QBO)

Because Quickbooks Online is cloud-based software, clients can simply invite us to view and work with you without having to send us any files. Click to view a video tutorial from Intuit on Inviting Your Accountant.  Or you can perform the following steps:

1. Sign in to your Quickbooks Online company.
2. Click on the Gear Icon > Manage Users.
3. Go to the Accountants section and click Invite Accountant.
4. Enter david(at)knobleingle.com as the accountant's email address and David Knoble as the name (optional). We will receive an email with a link for signing in to your company.
5. We have a company account that will allow our staff to work together on your QuickBooks Online file.
6. Until we sign in from your invitation, our status on the Manage Users page is "Invited." After accepting the invitation, their status changes to "Active."
7. Click Next and Finish.