Export Accountant’s Changes in QuickBooks | USB/ACFT
Wrapped up the adjustments in the accountant copy of the QuickBooks company file and now wondering how to send those changes back to the client? Here’s how you can export accountant’s changes to your client using a USB drive or the ACFT service.
As a user, QuickBooks Desktop lets you create an Accountant’s Copy (.QBX), which can be sent to your accountant for review and modifications. Once the accountant finishes making adjustments in the company file, the file can be exported back to a client in the form of an accountant’s changes copy (.QBY). As an accountant, it is your responsibility to review the client’s accountant copy carefully and make the necessary modifications to ensure the data is accurate and compliant with the government regulations.
We have crafted this guide to help you learn how to export accountant’s changes in QuickBooks so that your client can integrate them with the original company file. The procedure to export the accountant’s copy (.QBY) using a USB as well as via the Accountant’s Copy File Transfer (ACFT) service is explained to make it easy for you to collaborate with the client and ensure a seamless workflow on both ends. Let’s begin!
Why Exporting Accountant’s Changes in QuickBooks Matters?
Before starting the export process, you must know how exporting accountant’s changes in QuickBooks helps your client, especially during the fiscal year-end and for making key financial decisions. Reviewing the financial data, rectifying errors, and ensuring compliance with accounting standards are tasks that accountants do. Let’s have a look at why it is necessary for you to export the accountant’s changes and for your client to merge them with the company file:
- Guarantees that all financial records are accurate and well-updated.
- Exporting the accountant’s changes ensures that their are no data discrepancies, as all the modifications you make are added to the client’s company file.
- Assist businesses with compliance with tax and financial regulations.
- Your client can directly import changes in their company file without entering data manually.
- Saves time and effort for both you and your client, which can be better utilized in other accounting tasks.
- Security and accuracy are offered by QuickBooks, which is far better than using third-party tools to collaborate with your client.
How to Export QuickBooks Accountant’s Changes?
Now that we know that an accountant’s review, corrections, and changes are important, let us now see how to export QuickBooks accountant’s changes to your client. You can either save the accountant’s changes file (.QBY) locally on your computer and share it using USB/External drives or you can utilize the Accountant Copy File Transfer (ACFT) service to send it directly through the web. Here’s how to execute:
- Launch your QuickBooks Desktop and go to the File menu at the top.
- Select the Send Company File option and click Accountant’s copy.
- Tap View/Export Changes for Client and click the ‘+’ sign to view detailed information on all the changes you made in the client’s company file.
- If you want a hard copy of the file before exporting it to your client, click Save as PDF or tap Print.
- Now, you have two options to send the accountant’s changes to your client. Proceed according to your preference:
Save the file locally and share it using a USB or external drive
- Click the Create Change File option and choose a system location where you want to store the file.
- Make sure there are no asterisks (*) or any special characters (!, #, $, %, etc.) in the file name field and click Save.
- Tap OK.
OR
Send the file via Accountant’s Copy File Transfer service
- Click the Send changes to client option and enter your client’s email address along with your name and email address.
- Select the Notify me when the client imports the changes option if you want to know when the client merges your changes with their company file.
- Tap Send.
Reference articles for clients/users:
Here are some reference articles that might be helpful for your client:
- How to import accountant’s changes in QuickBooks?
- How to remove accountant’s copy restrictions?
- How to create and send an accountant’s copy?
Conclusion
After going through the guide, you are now familiar with the method to export accountant’s changes in QuickBooks. The method to send the accountant’s changes via USB as well as via ACFT is well described for your convenience. The steps above ensure accurate and seamless financial updates between accountants and their clients. By properly exporting accountant’s changes in QuickBooks, accountants help businesses maintain up-to-date financial records and ensure compliance with accounting regulations. We hope you were able to send the accountant’s changes to your client successfully and they imported it to their QuickBooks, ensuring you both sides are in sync.
FAQs
What is an Accountant’s Changes (.QBY) file in QuickBooks?
An Accountant’s Changes (.QBY) file is a file containing financial adjustments made by an accountant in an accountant’s copy sent by the client for review. Once exported by the accountant, the client imports the accountant’s changes into their company file to update financial records without entering the changes manually. This feature helps accountants and businesses collaborate efficiently while working independently and without interrupting the workflow on either side.
How do I know if the Accountant’s Changes were successfully exported?
After exporting the accountant’s changes, QuickBooks notifies you with a confirmation message. If you saved the file locally, you can use the file explorer to view the .QBY file on your system. If sent via Accountant’s Copy File Transfer (ACFT), QuickBooks will notify you when the client imports the changes. To ensure accuracy, accountants can also print or save a PDF copy before exporting.
Can I resend the Accountant’s Changes file if the client did not receive it?
Yes, if the client did not receive the .QBY file, you can resend it. If saved locally, you can transfer the file again using a USB or a flash drive. If you face problems sending accountant’s changes via ACFT, verify the client’s email address before resending to ensure the client receives it and any delays in applying the changes are avoided.
What should I do if the client encounters errors while importing the QBY file?
If the client experiences errors while importing the .QBY file, they should first ensure they are using the correct QuickBooks Desktop version and that their company file is in the correct format. If issues persist, they can restore a backup of their company file and retry the import. If needed, both the accountant and client can coordinate to troubleshoot the issue through QuickBooks support.
Can I make additional changes after exporting the Accountant’s Changes file?
No, once you export the accountant’s changes and send the .QBY file. Additional changes cannot be made unless the client rejects the changes and provides a new accountant’s copy. If further modifications are necessary, the client must create and send a fresh accountant’s copy. It allows the accountant to make new updates before exporting another change file.
