How to Fix QuickBooks Desktop ‘Unable to Create Accountant’s Copy’ Error’?

QuickBooks Desktop Unable to Create Accountant’s Copy File Error occurs due to damaged company file, long dashes in MS Word, large file size, special characters in file name, or no disk space. Users cannot create a company file copy for the account when they encounter this error. The following error messages will be displayed once the error occurs.

1. “Warning: There was a problem sending the changes to the accountant’s copy file transfer server. Please try again later or save a file and send by email”.
2. “We had a problem sending your file to the Intuit Server”.

Create a backup company file and ensure a strong internet connection before you start resolving error that hinders creating a copy for the accountant. Here are 7 solutions to fix QuickBooks Desktop Unable to Create an Accountant’s Copy File Error.

Solution 1: Fix the Damaged Company File

A corrupted company file can be a trigger behind QuickBook’s Unable to Create Accountant’s Copy File Error. Mentioned below are the steps to fix the damaged company file:

1.  Test the issue in a new file to check if the problem is file-specific:
   • Select “File,” then choose “New Company.”
   • Pick “Express Start” or “Start Setup.”
   • Create the new file and send an accountant’s copy.
   • In case it works, return to the damaged file and proceed to the next step.
2. Apply standard data damage troubleshooting:
   • Use the “Resolve data damage on your company file” tool for detailed steps.
3. Restore a backup if troubleshooting doesn’t solve the issue:
   • Find a recent backup of the affected file.
   • Restore the backup to a different location from the damaged file.
   • Open the restored file in QuickBooks.
4. Confirm if the error doesn’t happen in the restored file:
   • Replace the damaged file with the restored backup if the error is resolved.
   • Enter any transactions made after the backup.

Solution 2: Remove Long Dashes

The presence of long dashes in MS Word is also a common cause behind the occurrence of QuickBooks Desktop Unable to Create Accountant’s Copy File Error. 

1. Enter text directly in client notes without using long dashes.
2. Use a Text Editor to create the text, then copy and paste it.
3. Send the MS Word document with changes to your client (QBY file).
4. Avoid using long dashes in MS Word; a single dash is acceptable.

Solution 3: Reduce the Size of the Company File

You will face an Unable to Create Accountant’s Copy File Error in QuickBooks Desktop if the company file size is larger. Fix this issue by going through the following steps.

1. In QuickBooks, press F2 (or Ctrl + 1) to open the Company Information window.
2. Under “File Information,” check the File Size.
3. The file size is shown in Kilobytes (KB). 1,000 KB equals 1 Megabyte (MB).
4. In case the file size exceeds 200,000 KB (200 MB), you will see an error in the file transfer service.
5. To reduce the file size:
   • Create or restore a QuickBooks portable company file.
   • Save and send the QBX/QBY file manually, without using the Accountant File Transfer Service.

Solution 4: Run QuickBooks File Doctor

The QuickBooks Unable to Create Accountant’s Copy File Error and other issues related to the company file can be fixed by using the QuickBooks File Doctor. Here’s how you can fix this error by running the QuickBooks File Doctor. 

1. Download and install the QuickBooks Tool Hub.
2. Open the Tool Hub and go to the “Company File Issues” tab.
3. Click “Run QuickBooks File Doctor.” (It may take up to 1 minute to open.)
4. Select the affected company file from the drop-down menu in File Doctor.
   • In case the file is not listed, use the “Browse” and “Search” options to locate it.
5. Click “Check your File.”
6. Click “Continue.”
7. Enter your QuickBooks credentials and click “Next” to proceed with the repair.

Solution 5: Free up Space on Your Hard Drive

Unavailability of space in your workstation could result in Unable to Create Accountant’s Copy File Error in QuickBooks Desktop. Simply free up space by ensuring the below-mentioned guidelines. 

1. Delete or move unnecessary files to free up space on your hard drive.
2. Save the Accountant’s Copy to a different drive with more available space.

Solution 6: Remove Special Characters from Company File

Your company file must not contain special characters, if it does, users will face issues while making a copy for the accountant. Check out the following guidelines to fix this QuickBooks Unable to Create an Accountant’s Copy Error.

1. Ensure there are no commas or special characters in the file or company name.
2. Special characters (e.g., @, #, $, etc.) can cause errors when creating the accountant’s copy.
3. Follow these steps to remove them:
   • Open Windows Explorer and navigate to the folder where your company file is located.
   • Check both the file name and folder path for any special characters.
   • Remove any special characters from the file and folder names.
   • Try opening the Accountant’s Copy again.
4. When saving the file as .QBA, ensure no special characters are in the file name.

Solution 7: Update QuickBooks to Its Latest Version

Using an outdated version of QuickBooks is a primary cause of too many company-related issues. Update the software by following the given steps:

• Go to “Help” and select “Update QuickBooks Desktop.“
• Click “Update Now,” then select “Get Updates.”
• Close and reopen QuickBooks to install the update.
• Close QuickBooks. 

In case QuickBooks is still not updated, try the steps given below:

• Right-click the taskbar and select “Task Manager.”
• Under the “Details” tab, find and select the following processes to end:
  • QBW32.exe or QBW.exe
  • QBCFMonitorService.exe
  • Qbupdate.exe
  • QBDBMgr.exe or QBDBMgrN.exe
  • QBMapi32.exe
• Right-click the QuickBooks shortcut and select “Run as Administrator.”
• Run the update again.

Following these 7 solutions will help you successfully create an accountant’s copy file.

What are the Prerequisites to Fix QuickBooks Desktop ‘Unable to Create Accountant’s Copy’ Error?

Before you start resolving QuickBooks Unable to Create Accountant’s Copy File Error,  make sure that the following prerequisites are met: 

• Ensure High Internet Speed: A stable and fast internet connection is essential for QuickBooks to function properly when creating an accountant’s copy.
• Use the Latest QuickBooks Version: Always update QuickBooks to the latest version to avoid bugs and improve compatibility.
• Check for Special Characters in Filename: Review your company file name. Remove any special characters or commas in the name to avoid errors.
• Free Up Space on Your Hard Drive: Make sure there is enough storage space on your drive. You can also save the accountant’s copy to a drive with more available space.
• Verify Drive Space Availability: In case you receive a message about insufficient space, make sure the drive has enough space to save the Accountant’s Copy file.

How to Identify QuickBooks Desktop ‘Unable to Create Accountant’s Copy’ Error?

Users can identify the QuickBooks Unable to Create Accountant’s Copy Error if any of the following situations are encountered.

• Look for an error message when creating the accountant’s copy file.
• The message will say “Unable to create accountant’s copy” or a similar phrase.
• Check for a corrupted company file.
• Examine the filename for any special characters.
• Verify the file size to ensure it’s not too large.
• Check user permissions to confirm they allow file creation.

How to Prevent QuickBooks ‘Unable to Create Accountant’s Copy’ Error?

Here are the preventive tips that you must follow to avoid facing QuickBooks Unable to Create Accountant’s Copy File Error in the future. 

• Keep your company file size under 200 MB to prevent server issues.
• Address “Accountant’s Changes Pending” by accepting changes or removing restrictions.
• Ensure accountants can make changes only after the dividing date.
• Review and accept changes to keep financial records accurate and up to date.
• Regularly backup your QuickBooks data to avoid loss during the process.
• Avoid any interruptions or network issues when creating the accountant’s copy.
• Update QuickBooks to the latest version to fix known bugs or errors.

When Should You Seek Professional Help for QuickBooks Desktop ‘Unable to Create Accountant’s Copy’ Error?

Seek professional help when you cannot resolve the QuickBooks Unable to Create Accountant’s Copy File Error after trying basic fixes. This includes issues like a corrupted company file, persistent file permission problems, or when the error affects multiple attempts. Professional support can help resolve complex problems efficiently and ensure your file is properly created.