QuickBooks Online and QuickBooks Desktop
We have a special email address for invites from clients to access your QuickBooks Online (QBO). Please email to ask for this special email address.
For QuickBooks Desktop (QBDT) the QBW (Working), QBB (Backup) or QBM (Mobile-Portable) file, if very small, can be emailed to our regular address. Larger sized files can be uploaded to the client portal.
Or your file can be uploaded to your own file sharing account, such as Hightail and Dropbox, to be download by us that way.
Or put the file(s) onto a CD-R or a thumb-drive.
The QBW file is preferred.
Better yet, (highly recommended) you should consider using Qbox for $10/month for remote access to your QB file. Those business records can then be accessed from your office or from your residence or your laptop anyplace you are at; as well as directly from the accountant’s office.
Please send the current Admin password.
To recover from a lost password: QuickBooks Automated Password Reset Tool
NOTE: Do not send a QBA or QBX file (a/k/a accountant’s file) these files are for use by folks who purchase their QB software directly from the CPA office.
Once the tax return is filed and the final closing journal entries have been posted, change the set the closing date for year-end as follows: Go to Company, then Set Closing Date, then click [Set Date/Password] and enter the last fiscal year end date (such as 12/31/202X).
Needed QBDT file maintenance
Before creating a QBB or QBM and before sending any QB file to us please, while running QBDT, go to File > Utilities and then run Verify Data and run Rebuild Data. You should probably be running these two utilities from time-to-time to make sure your QB working file stays in good shape. Do not do any of this on a network installation with other people accessing the file, or where the file is located on a server. Rather run when no one else is accessing the file or copy the file to a workstation.
If Verify Data or Rebuild Data displays an error message, then try re-running a couple more times. If necessary you then might try going to File > Send Company File > Portable Company File and then using the resulting “portable file,” restore it in another location, and use that as your replacement QBW working file after copying it back to your main location. This procedure re-indexes the file and that usually fixes such errors. Of course, before trying any of these utilities, also make sure that you make a safe copy of the current QBW file and that you are maintaining current backup copies (QBB) in case anything goes wrong. Go to File > Back Up Company > Create Local Backup. Note that a restore from a QBB file or a QBM file loses some of the data found in the original QBW file.
Press F2 for Product Info and look for excessive DB fragments (more than 10), and if necessary, run Verify Data and Rebuild Data again to fix these. If more than 10 DB File Fragments remain, press F2 for Product Info and then look in the Qbwin.log file (F2, then F3) to debug. Re-sorting Lists can also help (Ctrl+L in payee field)
Also consider Condensing Data – removing transaction before a date – as of 2012 or more recent years. Using a date prior to 2012 the Condense Data utility can be buggy. Make multiple copies of the QBW file before condensing (deleting) old data in the current QBW file. Go to File > Utilities and then run Condense Data.
Also consider using the QBDT QuickBooks File Doctor.
Summary: Maintain current daily or weekly backups (QBB) and also keep some old archived monthly QBB files. Run Verify Data and run Rebuild Data from time to time. Make copies of the QBW file for certain items that might be missing from a QBB.
Resolve data damage on your company file
Verify and Rebuild Data in QuickBooks Desktop
How often should we verify/rebuild our QB files?
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If you are planning on upgrading QBDT soon, please first send the older version of your QuickBooks file to us, to minimize any potential version conflicts.
Do not send a QBA or QBX file (a/k/a accountant’s file) these files are for use by folks who purchase their QB software directly from the CPA office. They require both client and CPA to be running the same, identical QB software to swap the file back and forth. (see Qbox for a much better solution)
If you are upgrading from a version that is older than QuickBooks 2010, you may need to contact tech support to request the free QuickBooks 2010 trial version, and then import your company file (QBW) into that 2010 version, which will then convert it to the QuickBooks 2010 format. After that, you can import the 2010 version of the company file (QBW) successfully into a newer version of QuickBooks.
QuickBooks File Doctor – Fix your Damaged Company File or Network
QuickBooks Online Self-Employed $10
QuickBooks Online Simple Start $20
QuickBooks Online Essentials $35
QuickBooks Online Advanced $150
QuickBooks Fathom HQ (Smart Reporting) $39
QuickBooks SaasAnt (Importing Data) $9.99