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Sending QuickBooks Files


Unlike Quicken, which actually has four or five separate data files, QuickBooks keeps all of its data in one file, making it much easier to move around. 

Do not attempt to send the normal working data file (ending in .QBW).  These files are very large and difficult to transmit.

QuickBooks has three built-in compression methods for preparing a file to be sent.  It is not necessary to also run a separate zip process on these kinds of files because the
additional size reduction isn't very significant.

Back-Up (file ends in .QBB) will make a copy of the file that is about one-fifth the size of the original working file.  The backup copy, when opened on our computer, will be exactly the same as the one you have, with all of the same capabilities.

Portable Company File (file ends in .QBM) is new as of the 2006 programs and should be used instead of the QBB for sending files because it produces a much smaller size file.

Accountant's Review (file end in .QBX) will also make a copy of the file that is about one-fifth the size of the original.  The difference is that when we open it, there are some things that we can't do, such as delete accounts or previous transactions.   Your copy will also be so limited.  After we have made our changes, we will send you a small file with them that you can merge into your file.  This is a very handy feature that allows you to continue to use your QuickBooks while we are working with the data file.

Because of the restrictions the program puts on the QBX file for us, there are a few things you should do ahead of time to assist us in making the necessary corrections.  You should run a Profit & Loss report with columns by Class for the tax year being worked on, along with a Balance Sheet as of the tax year end date.  Then review your Chart of Accounts and list of Classes to make sure that none of the ones appearing with balances in the P&L or Balance Sheet have been set to Inactive status.  If so, Edit the Account or Class to change it to Active status before producing the QBX Accountant's Review file.  If you are unclear on how to do this, contact us and we will walk you through it.

When sending us data files, please let us know which version of QuickBooks they are from and what the password is, if you are using one.  This will save us a lot of time in getting into the actual data.

Also, please
send the entire time period covered by the data file.  Do not try to limit it to cover any specific time period.  We will work with the appropriate dates as needed.

Review Financial Statements First

Before sending me any data files to use for tax return preparation, please review the main financial reports for the appropriate tax year.  These include:

The Profit and Loss for the twelve months ending as of the end of your tax year, with the columns set to show details by Class.  Make sure everything is in the proper class and that nothing shows up in the Unclassified column.  See this page for more info on the proper use of classes.

The Balance Sheet as of the end of the tax year.

Make sure both reports are under the Cash basis of accounting.

Catching any obvious mistakes before sending me the data file will save me a lot of very expensive time and enable us to prepare the tax returns much sooner than if we have to go back and forth answering questions about various items in your data file.


Address Info
It is very important to keep the
Company Information data in the QuickBooks file as current as possible.  Since business tax returns don't have organizers like we have for the individual tax returns, I do often rely on snail mail address info that I find in the QuickBooks Company Information section.


E-Mail The Files
To send the file, you can attach it to an email to us at the current special email address we have set up for Clients (not shown here to avoid being harvested by spammers).


Do not send files to us on floppy or CD discs.  These almost never end up working properly.


My Docs Online
For the past few years, we have been using the online file storage and transfer service, My Docs Online.  Using a web browser, files can be uploaded directly to Kerry's account by going to this URL:


The automatic notification function at MyDocsOnline hasn't worked for a very long time; so if you do upload a file, please send me a separate email telling me about it.

HighTail (Previously known as YouSendIt)
I also have an account with another online file transfer service at HighTail.  You can send me large files via my special drop box at the following URL:

Once your file is uploaded, HighTail will automatically send me an email message with a special link to download it.


QuickBooks 2008 & Newer

The latest versions of QB have a nice built in feature that allows you to upload QBX files to a free Intuit online server, which will then send me downloading instructions.  I have had several clients use this service and it has worked out quite well except for the ones who forget to send me a separate email with the special password I need to open the file.  This then forces me to waste a lot of time requesting the password. 

I recently made some instructional videos for how to send files from QB 2009:

Using the new Intuit service - Send to Accountant

If you are going to send the file yourself - Save File





This page was updated:
Saturday, April 30, 2016



Kerry M. Kerstetter
827 E. Winnetka Street
Hernando, FL  34442
E-Mail: KMKCPA@TaxGuru.org
Main WebSite: www.TaxGuru.org
Main Blog: TaxGuru.US
QuickBooks Blog: http://taxguruqbtips.blogspot.com