How to Email QuickBooks File? | Step-by-Step Guide

One of the most common questions business owners come across is how to email QuickBooks files. This question is a […]

Voiced by Amazon Polly

One of the most common questions business owners come across is how to email QuickBooks files. This question is a regular one among QuickBooks users who wish to transfer a QuickBooks file to their respective accountants.

It is imperative for a successful business to deal with this in order to prevent any kind of hindrance to business processes.

Save Time, Reduce Errors, and Improve Accuracy

Dancing Numbers helps small businesses, entrepreneurs, and CPAs to do smart transferring of data to and from QuickBooks Desktop. Utilize import, export, and delete services of Dancing Numbers software.

What is Emailing QuickBooks File is all About?

Small business owners hire accountants to handle their business accounting affairs. However, they are always worried about how to share their QuickBooks file via email.

There are multiple ways to transfer a company file; however, emailing is one of the best-recommended methods that can be done in a hassle-free manner.

Before you dig deep into getting answers to the question of how to email your QuickBooks file, you must be aware of the files that are viable for sending through email.

1. QuickBooks Backup File

When you backup the company file, the backup file is saved by QuickBooks with an extension. The backup file is a compressed form of the QuickBooks file of the company that can be transferred through email only if the size does not exceed 25 MB.

One of the best things about transferring a backup file is that it can be received or sent on multiple versions of QuickBooks Desktop minus any problem during the opening.

2. QuickBooks Portable Company File

In a portable QuickBooks company file, there are crucial financial data about your specific business. By removing useless data like images, logos, templates, and others, this file is compressed.

3. QuickBooks Accountant File

It is safe and easy to share the Accountant copy of your QuickBooks file through email. This type of file utilizes the Intuit server to transfer a download link to the particular QuickBooks company file.

Why do You Need to Email QuickBooks Files?

There are numerous risks involved with sharing QuickBooks data through email. For instance, when a different email address is entered because of a key-punching mistake, then your crucial accounting information is in the wrong hands.

Also, in case your email is hacked in the absence of multi-factor authentication, your data is not save and is at risk. Only QuickBooks Accountant file transfer service utilizes file encryption to eliminate the security threats related to sharing a portable QuickBooks file via email.

How to Email QuickBooks File?

Here are the steps to email a QuickBooks company file:

Setting up an Accountant’s Copy

Step 1: Open your QuickBooks account, and in the File menu select Accountant’s copy and select Client Activities and then choose Create Accountant’s copy.

Step 2: Select Next.

Step 3: Type in a Dividing Date. This date separates from the part of your organization your accountant will work from the part you will work.

Step 4: Select Next.

Step 5: Alter the file name which QuickBooks recommends for the accountant’s copy. The particular file should have a .QBX extension.

Step 6: Change the recommended file location.

Step 7: Select Save and the QuickBooks application title bar will display Accountant’s Changes Pending.

Step 8: Provide the particular .QBX file to your respective accountant.

Step 9: Keep working with your company data.

Send Your Particular Company File with the help of an Accountant’s Copy File Transfer

Step 1: In the File menu of your QuickBooks account, select Accountant’s copy.

Step 2: Choose Client Activities and then select Send to Accountant.

Step 3: Confirm that you wish to send an Accountant’s copy and select Next.

Step 4: Select a dividing date. Ensure that you coordinate with your particular accountant before selecting the date. Select Next.

Step 5: Add your accountant’s email details like name and address. Add the email address of your accountant again to confirm it is accurate. This email is used by QuickBooks to transfer your Accountant’s copy to your accountant.

Step 6: Add your name so that your particular accountant is aware of who has sent the Accountant’s copy.

Step 7: Add your email details and then you will get a confirmation email when the particular Accountant’s copy is uploaded to the Intuit server successfully.

Select a password to safeguard the Accountant’s copy. This password will be used by your accountant to use the Accountant’s copy. The passwords used for Admin login can be used here also, just ensure you inform your accountant about this.

Step 8: Select Send

Your particular accountant will get the email that will have a link to download your Accountant’s copy. He/she will use the password given by you to open the particular file.

There are numerous ways to send your QuickBooks file to your particular accountant via email. You are just required to follow the given steps. In case you miss out on any crucial step, it will lead to discrepancies and will give rise to an error.

Accounting Professionals, CPA, Enterprises, Owners
Accounting Professionals

Looking for a professional expert to get the right assistance for your problems? Here, we have a team of professional and experienced team members to fix your technical, functional, data transfer, installation, update, upgrade, or data migrations errors. We are here at Dancing Numbers available to assist you with all your queries. To fix these queries you can get in touch with us via a toll-free number
+1-800-596-0806 or chat with experts.


Frequently Asked Questions (Faqs)

What do You Need to do if You want to Send a File over 25MB via Email?

If you have a larger file, compress it and then send it since most email services do not send or receive emails over 25 MB.

How can You Send Your QuickBooks File to your Accountant if the Size is a Problem?

You can send your QuickBooks file to your accountant using the Accountant’s copy when size is the problem.

What is a Portable File?

A portable file is nothing but a compact version of a company file. It is not a complete backup and hence it does not have your message templates, images, logos, etc. Additionally, it also does not have your log files, Loan Manager, Statement writer, .tlg files, and Fixed Asset Manager files.

Features of Dancing Numbers for QuickBooks Desktop

Imports

Imports

Exports

Exports

Deletes

Deletes

Customization

Customization

Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Invoice
Receive Payment
Estimate
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill
Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Check
Journal Entry
Deposit
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items

Others

Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Easy Process

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Error Free

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

On-time Support

We provide round the clock technical assistance with an assurance of resolving any issues within minimum turnaround time.

Pricing

img

Importer, Exporter & Deleter

*See our Pricing for up to 3 Company Files

$199/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Unlimited Export
  • Unlimited Import
  • Unlimited Delete

img

Accountant Basic

*See our Pricing for up to 10 Company Files.

$499/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer,Exporter,Deleter
  • Unlimited Users
  • Unlimited Records
  • Upto 10 companies

img

Accountant Pro

*See our Pricing for up to 20 Company Files.

$899/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 20 companies

img

Accountant Premium

*See our Pricing for up to 50 Company Files.

$1999/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 50 companies

Dancing Numbers: Case Study

Frequently Asked Questions

 
How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.


How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.


How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.


Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.


What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.


How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.


How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.


What are some of the features of Dancing Numbers to be used for QuickBooks Desktop?

Dancing Numbers is SaaS-based software that is easy to integrate with any QuickBooks account. With the help of this software, you can import, export, as well as erase lists and transactions from the Company files. Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done.

Furthermore, using Dancing Numbers saves a lot of your time and money which you can otherwise invest in the growth and expansion of your business. It is free from any human errors, works automatically, and has a brilliant user-friendly interface and a lot more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

Get Support

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

Close X
Call Now+1-800-596-0806
Top