QuickBooks File Extensions & Their Purpose Explained

QuickBooks has long been a trusted software in the realm of accounting, currently assisting businesses worldwide with accurate bookkeeping and tracking the financial health. Being a user, you must have a grasp on all the QuickBooks file extensions to understand how the software manages and stores your financial data.

This blog gives a broad comprehension of all the QuickBooks files and their purpose to help you unlock the full potential of the software. You have to deal with these QuickBooks file types almost daily, so it is critical to have a fundamental knowledge of the extensions utilized by the software. Let’s jump in to know more!

Why is it Necessary to Know QuickBooks File Extensions and Their Purpose?

Not exactly necessary, but it is helpful to know at least the common QuickBooks file types that cross your path on a daily basis while managing your financial data. You can focus on your business flow rather than getting confused between various QuickBooks file types on your system. Here are some common benefits of having a basic understanding of the QuickBooks extension used for a specific data type:

• Easier Data Management: The QuickBooks file format used to store various types of data, like company files, backups, etc., differs from each other. Knowing the QuickBooks extensions helps you organize and locate data easily when required.

• Error-free execution: Accessing the correct QB file extensions during bookkeeping ensures you modify the correct file type and prevents you from running into errors. Data corruption risks are always there when you use the wrong QB file extensions.

• Optimized Workflow: Knowing the correct extensions helps you integrate with other applications fluidly and use the right QB file during bookkeeping. Moreover, it prevents you from toggling different sources whenever you get stuck with a QB file extension.

• Data Integrity & Safety: You know that QuickBooks deals with sensitive and critical financial data. Having knowledge of the QuickBooks file type ensures you access the correct QuickBooks file type and prevents you from overwriting/damaging critical files that can corrupt your financial data or the software itself.

• Time-Saving: Being familiar with QuickBooks file extensions helps you collaborate with multiple users/accountants without confusion, and also gives you clarity on the file to be used when dealing with errors.

• Quick Import/Export and data recovery: In case you need to move your financial data between QB products/versions or your data gets damaged/lost. The import/export and data recovery become easy if you know which QB file types to use firsthand.

These are some benefits of having knowledge of QuickBooks file extensions. Now, let’s move to the next section of our blog that provides the entire list of QuickBooks file extensions you must know to operate the software seamlessly.

Types of QuickBooks Files and their Application

We have mentioned all the QB file extensions that you’ll come across while managing your business using QuickBooks. However, you won’t have to remember them all, as some of them are very rare and specific to an accounting task or QB version. You will find mostly all the file types in the comprehensive breakdown of the QuickBooks file extensions list, categorized below:

Common QuickBooks File Extensions:

• .QBW (QuickBooks Company files)

This extension indicates a QuickBooks company file used to store your transactions and account info. If you name your company file ‘MyAccounts,’ then it will be saved as MyAccounts.qbw.

• .QBB (QuickBooks Backup Files)

This extension indicates a QuickBooks backup file that is a copy of your company file used to recover your data in case of data loss. Here are some in-depth articles on how to backup QuickBooks and how to restore a backup file.

• .QBM (QuickBooks Portable Files)

This extension indicates a QuickBooks Portable file that is a compressed version of the data file created when you email or move your company files.

• .QBO (QuickBooks Bank Statement Files)

This extension indicates a QuickBooks bank statement file used to download and store transactions from your bank.

• .QBJ (QuickBooks General Journal Entries File)

This extension indicates a QuickBooks Journal File used to store transaction journal entries data related to your QB data file. You’ll use this file to add journal entries created by your accountant.

Utility and Log Files

• .ND (Network Data File)

This extension indicates a network data file that stores and manages your user access settings when you set up multi-user mode.

• .TLG (Transaction Log File)

This extension indicates a transaction log file that stores all the changes made to the company file since the last backup was created. The file is reset after every backup and is critical to restoring your company file through Auto Data Recovery.

• .LOG (Event Log File)

This extension indicates an event log file that stores all the important events (program messages & errors) that appear in QuickBooks Desktop. The two types of QB log files are:

• • QBwin.log: Stores info about errors found while rebuilding the company file.
  • QWC.log: Stores info about errors in Web Connector.

• .ECML (Entitlement File)

This extension indicates an entitlement file that stores info about the QuickBooks license and is created when you install or register QuickBooks Desktop.

• .QBP (QuickBooks Print File)

This extension indicates a QuickBooks print file that stores your printing preferences settings (Auto-save).

• .DSN (Data Source Name)

This extension indicates a Data Source Name file that stores info about the data source connection used to integrate with the QuickBooks database & third-party applications.

• .QFX (QuickBooks Financial Exchange)

This extension indicates a Data Source Name file that is a client’s accountant copy before you convert it into a company file. It used to import financial data into QuickBooks.

Import/Export File Extensions

• .IIF (Intuit Interchange Format File)

This extension indicates an Intuit Interchange Format file used to export your list info with other company files.

• .XML (Extensible Markup Language)

This extension indicates an Extensible Markup Language file used to import/export data from different software.

• .QIF (Quicken Interchange Format)

This extension indicates an Interchange Format file used to import financial data (bank or credit card transactions) into QuickBooks.

QuickBooks for Mac File Extensions

• .QB20XX (Company files according to QB for Mac version)

This extension indicates the company file used in QuickBooks for Mac. XX is the year version. Example: QB2019 files belong to the 2019 version of QuickBooks for Mac.

• MAC.QBB (Backup File)

This extension indicates a backup file of QuickBooks Desktop for Mac.

• .DMG (Apple Disk Image File)

This extension also indicates a backup of QuickBooks Desktop for Mac saved as an Apple disk image file.

• .plist (Apple Property List File)

This extension indicates an Apple property list file that stores your preferences and registration data.

Accountant File Extensions

• .QBX (Accountant’s Review Copy or Transfer File)

This extension indicates an accountant’s review copy that is created when you back up your company file data to be exported and sent to your accountant.

• .QBA (Accountant’s Copy File)

This extension indicates an accountant’s copy file that is created when your accountant opens the .QBX file you sent for review.

• .QBY (Accountant’s Copy Import File)

This extension indicates an accountant’s copy import file, created when your accountant reviews or adds changes to the accountant copy file. You’ll use this file to import and apply the changes to your data file.

QuickBooks Online File Extensions

• .CSV (Comma Separated Values)

QuickBooks Online uses the .csv files to export financial data like customer/supplier transactions, reports, or invoices.

• .XLS/.XLSX (Excel Spreadsheet File)

QuickBooks Online uses the .XLS or .XLSX files to export reports and financial data to Microsoft Excel.

QuickBooks Statement Writer Files

• .QSM 

These files are used to store information if you use QuickBooks Statement Writer. You can use these files in Microsoft Excel.

• .QSS

The .qss files save your settings when you modify statements & reports using the QuickBooks Statement Writer. You can apply settings to other reports using these files.

• .QST

The .qst files are used to store templates and can be used if you need a specific layout for your QuickBooks.

Additional QuickBooks File Extensions

• .DES (Layout Designer Template File)

This extension indicates a QuickBooks Layout Designer Template file used to store the current QB template you use from various templates in QB. This file is created when you export a customized form template.

• .QBR (QuickBooks Report Template File)

This extension indicates a QuickBooks Report Template File created when you export a memorized report template.

• .QWC (QuickBooks Web Connector File)

Files with .qwc extensions are created when a third-party developer creates an app for QuickBooks Web Connector.

• .QBSTBL2.usa (US Tax Table File)

Files with .qbstbl2.usa contain the latest tax info you need to calculate payroll taxes if you run payroll in QuickBooks Desktop.

• .INI (Initialization File)

You’ll mostly see this extension as the QBW.ini file, which stores the initialization info of QuickBooks and is used during its launch.

• .LGB (Little Green Box File)

The .lgb files contain info about the user credentials and your company file. They help smooth the process of restoring backups and setting up a connection with QuickBooks Point of Sale.

• .QBTempBackup.tmp (Temporary Backup Files)

QuickBooks mostly creates temporary backup files with .qbtempbackup.tmp files if you use Intuit Data Protect or the original backup isn’t successful.

• .QBSDKLOG.txt and .QBSDK.ini

These files are generally used by developers during QuickBooks Verbose Logging to check the connected applications and QBXML requests received by QuickBooks.

Conclusion

This blog shares all the QuickBooks file extensions to help business owners and accountants understand the distinct purposes of the file types used in the bookkeeping software. Being aware of all the QuickBooks file types and how to use them will give you peace of mind while troubleshooting errors/data recovery, and also enhance your experience of managing finances using the software. We’ll advise you to bookmark this webpage, as the blog acts as a go-to guide to gain info about any unfamiliar QuickBooks file extension you come across. This way you can put your entire focus on the profitable growth of your business, having confidence that your financial data is well organized, secure, and readily available.

FAQs

Can I open QuickBooks files with other programs besides QuickBooks?

No, you cannot open files with specialized extensions designed for QuickBooks, like .qbw, .qbb, etc., in software other than QuickBooks. However, you always have the option to convert them into a different format like CSV or XML to access the files in MS Excel or any other third-party software. Check out this article for reference: Convert QuickBooks data to access it in Excel.

What is a QBO file, and how does it relate to online banking?

A .qbo file is a specific file format used to directly import bank transactions into QuickBooks Desktop, as discussed in the blog above. The .qbo file is related to online banking because most of the banks allow you to download the transactions directly in the .qbo file format, which can be accessed in QuickBooks. The .qbo acts as a medium between the bank and your QuickBooks to transfer financial data and keep your company file updated accordingly.

Can I convert QuickBooks files from one format to another?

Yes, you can easily convert QuickBooks files within the software itself. It makes the data transfer between QuickBooks versions seamless. You can also convert QuickBooks data into an Excel-supported format easily. However, if you are thinking of moving data into software other than QuickBooks, you might need a third-party service provider or tools. Here’s a quick way to export your QuickBooks Online data to MS Excel:

1. Navigate to Reports.
2. Single-click on the report you want to export and select the Export/Print ▼ dropdown.
3. Tap the Export to Excel option and save it on your system.
4. Open the report in Excel and select the Enable Editing option to view the full report.

I received a QuickBooks file with an unfamiliar extension. How can I open it?

You need to first identify the file extension, as QuickBooks uses various file extensions depending upon the task. Go through the blog to locate the file extension used and then proceed accordingly. You must also check your QuickBooks version to confirm the file is compatible. Here’s how to check your QB version:

1. Press F2 on your keyboard to open the Product Information Window in your QuickBooks.
2. Find out your QB version in the Version Used on File section.

Where are QuickBooks program files installed?

You can find your QuickBooks program files in one of the following locations:

• C:\ProgramData\Intuit\QuickBooks (year)
• C:\Program Files\Intuit\QuickBooks (year)
• C:\Users\(current user)\AppData\Local\Intuit\QuickBooks (year)
• C:\Program Files (x86)\Intuit\QuickBooks (year)