Import Accountant Changes

How to Import Accountant Changes in QuickBooks

In this article we will learn about Importing Accountant Changes. Versatile, comprehensive, and reliable are key words to describe QuickBooks software. The system is designed with multiple functionalities that enhance accounting services. QuickBooks is an exclusive accounting and bookkeeping software that helps in different money-related deals.

Organizations can streamline their financial details through advanced QB features. The account’s copy is among the top facilities that require QuickBooks intervention. An account’s copy plays a significant role for accountants, businesses, and clients.

QuickBooks as Financial assistance

Importing Accountant Changes


Managing business finances is quite different from the personal financial journey. One needs proper accounting, transparency, and accountability. QuickBooks comes in to offer suitable features to manage and account for every penny.

It’s an incredible software that allows a better relationship with your Accountant. Technically, organizations should provide the accounting team with the login credentials. However, QuickBooks software allows users to create a copy version for the Accountant. This helps retain the original details and provides a similar copy for any changes.

The extra copy is referred to as an Accountant’s copy and is prone to any changes. The accountant or bookkeeping team can edit or add any information to the existing data. This doesn’t tamper with the business account. 

Importing Accountant’s Copy

Once the accounting department or individual makes the changes, they send in the final copy. The procedure of updating the business QuickBooks account with the edited or modified Accountant’s copy is referred to as importing.

The Accountant’s copy with edits (if any) should be imported to the business QB accounts to effect the new changes. Importing basically helps to update the business QuickBooks account with the new changes automatically.

Multiple methods of importing accountant change in QuickBooks

It’s possible to import account changes manually or automatically. Regardless of the choice, one needs to back up the account details to avoid data loss or damage.

Steps to import account changes in QuickBooks manually

Importing Accountant Changes

To avail a successful import procedure. The user needs to follow the simple steps below:

  • Open the QuickBooks Company file.
  • Review all details and backup using your preferred method. QuickBooks provides ways to back up your data.
  • One should turn off the current advanced inventory features for QuickBooks Desktop Enterprise. Remember to turn it on after importing the details.
  • Next, log in to your QB Desktop (or any version) to access the “Send Company File” option, which is located in the “File” section.
  • Proceed to the following:
  • Accountant’s Copy tab  
  • Client Activities option.
  • Next, click the “Import Accountant changes from File” button. This only applies if the Accountant sends the Accountant’s changes file.
  • The file might contain the extension “.qby” at the end. Search the file to complete the import process.
  • However, if the file is an accountant’s copy, select “import Accountant’s changes” through the web. 
  • The web option requires following the page’s instructions to import accountant changes.

Procedure to Import Accountant Changes in QuickBooks through Web

Again, the user should back up the Company File data before importing the Accountant Changes.

  • You are using your best QuickBooks version. 
  • Proceed to the menu section to avail of different options.
  • For the Accountant’s Copy file transfer service, go to the “import accountant changes” option on the web.
  • Review the details, press the “OK” tab, and save the file in PDF format.
  • Now, choose the imported Accountant’s copy and the changes to continue.
  • Before proceeding, the user should close the available/all windows. This helps to create a backup of any changes made within the system.
  • The backup file will be created as PDF and saved along the Company File location.

The simple procedure of Importing Accountant Changes by Flash Drive in QuickBooks

QuickBooks system accommodates different features, making it easy for businesses to operate their finances. It’s easy to import accountant changes using a flash drive in QB as follows:

  • From your Computer device, click on the USB drive icon/tab.
  • Next, log in to the QuickBooks software and open the Company File you wish to import.
  • Avail the options:
  • File 
  • Send Company File 
  • Accountant’s Copy
  • Search for the file with the QuickBooks extension and open it to continue.
  • The page will display the changes made. Review and discuss any details. Proceed to the “Incorporate accountant’s changes” button. 
  • QuickBooks will request that the user close the running windows. 
  • Next, back up the existing files and select the “OK” tab.
  • Again, review and save the backup file to your preferred location or the exact location as the Company File.
  • QuickBooks system will start importing accountant changes.
  • Once complete, a pdf file containing the changes will be created. 
  • After importing, QuickBooks requires the user to provide a closing date and password.

Factors to consider before importing or sharing an accountant’s copy file

Besides the backup factor, one should note other significant details before embarking on the importation process.

  • Data backup is the priority detail when dealing with sensitive accounting information.
  • Ensure the Accountant’s copy file is compatible with your QuickBooks version.
  • The system will not import the Accountant changes to the client’s QuickBooks version if the changes are conducted with a feature that is not available or compatible with the client’s QuickBooks.
  • For better results, update/upgrade the file to the current version of the QuickBooks application.
  • The process is smooth and seamless when the client and Accountant use the same QuickBooks version.
  • The user should have a dividing date to show the fiscal period. This helps the Accountant make the changes based on the dividing dates.
  • After the Accountant’s changes using the dividing dates, the user can only use the new file that comes after the date. This avoids overwriting of the new changes.

Possible issues when importing Accountant changes in QuickBooks

Though automated or conducted with utmost care. Several issues, as shown, can erupt, causing delays.

  • Accountant’s changes from web issues “File not available.”
  • One can also experience the “QuickBooks not responding” issue.
  • Suppose a different accountant file is/was used to import the changes instead of the actual file created for importing the Accountant’s changes.    

Importing Accountant changes is easy if done using the correct procedure. Individuals or Companies should align all requirements before importing to ensure safe transfer.

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