Quickbooks, Bookkeeping and Accounting Blog

If you need to email a version of your QuickBooks company file to your accountant or to someone else, the way to do it is via a QuickBooks Portable Company File.

The instructions below will guide you through the process of creating a QuickBooks portable company file:

From the QuickBooks File menu select Save Copy or Backup.

In the Save File:Type window, select Portable Company File and Next.

In the Save Portable Company File As window, select the location you want to save the file to and the name of the file. The type should be QuickBooks Portable Company File (*.QBM). Click Save.

There are a few things to keep in mind when using QuickBooks portable company files:

• If the person you are sending the portable company file to will be making changes, then you should not make any changes to your QuickBooks company file until you have the file back from the other person, at which point you will open the portable company file they return to you as regular QuickBooks company (.QBW) file.
• If you are planning to send the file to your Accountant, you might consider using an Accountant’s copy instead.
• The person you give the portable company file to will need the Administrator password to return the portable company file to you.