Manual Accountant's Copy Workflow for QuickBooks Desktop After Web Transfer Retirement
Learn how to exchange accountant's copies with your outside accountant using manual steps when Intuit's web transfer service is no longer available.
The retirement of Intuit's web transfer service means you can no longer send an accountant's copy directly from QuickBooks Desktop. You must now create the .QBX file yourself, move it securely, and import the accountant's changes manually. This guide shows the exact steps to keep the exchange working without interruption.
Preparing the Company File
Before creating an accountant's copy we recommend verifying the file’s integrity. Open QuickBooks, choose File > Utilities > Verify Data. If the tool reports errors, run File > Utilities > Rebuild Data and follow the prompts. A clean file reduces the chance of import failures later. For larger files that run slowly, consider using our file optimization service to improve performance before the copy is made.
Creating the Accountant's Copy
With the file verified, go to File > Accountant's Copy > Save File. Select the option to send changes to an accountant, then set a dividing date that marks the earliest transaction the accountant may modify. Choose a folder on your local drive, name the file with the .qbx extension, and save it. You will be prompted for the QuickBooks administrator password; enter it to allow the copy to be created.
Transferring the .QBX File
Move the saved .qbx file to your accountant using a method that protects the data. A simple approach is to copy the file to a USB flash drive, safely eject the drive, and deliver it physically. If you prefer a digital route, compress the file into a password‑protected archive and share it through an encrypted portal or a secure file‑sharing service that requires authentication. Avoid sending the .qbx file as a plain email attachment unless the message itself is encrypted.
Importing the Accountant's Changes
When the accountant returns the changes, they will provide a .qby file. In QuickBooks, open the company file, then choose File > Accountant's Copy > Import Changes. Locate the .qby file, open it, and review the list of modifications. After confirming the changes are correct, click Incorporate Accountant's Changes. QuickBooks will merge the updates into your working file and remove the accountant's copy restrictions.
Verifying the Updated File
After importing, run Verify Data again to ensure no new issues were introduced. Check key reports such as the balance sheet and profit and loss statement to confirm that totals match expectations. If any discrepancies appear, discuss them with the accountant before proceeding further.
Maintaining Regular Exchanges
Establish a routine schedule for sending and receiving accountant's copies, perhaps monthly or quarterly, depending on your engagement. Always keep a recent backup of the company file before each exchange, and test the backup periodically to ensure it can be restored. By following these steps you can continue to collaborate with your outside accountant without relying on the retired web transfer service.