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How to Email a QuickBooks File - Step-by-Step Guide

· 7 min read
Debits

Introduction​

QuickBooks is a powerful accounting tool, but there may be instances where you need to share your QuickBooks file with others—whether it's with your accountant, a business partner, or a colleague. Instead of manually transferring files via USB or using cloud storage services, you can simply email the QuickBooks file directly. While sending large files via email can sometimes be tricky due to size limitations, this guide will walk you through the step-by-step process of preparing and emailing your QuickBooks file.

Why Email a QuickBooks File?​

  1. Sharing with Your Accountant: Emailing your QuickBooks file allows your accountant to review your financial data, make adjustments, and provide feedback.
  2. Collaboration with Team Members: If you work with a team, emailing QuickBooks files ensures that everyone is working from the same financial data.
  3. Backup Purposes: Sending your QuickBooks file via email can act as an additional layer of backup if saved in a secure location.

Step 1: Create a Backup of Your QuickBooks File​

Before sending your QuickBooks file via email, it’s a good idea to create a backup. This ensures that the file you’re sending is up to date and properly formatted for sharing.

1.1: Create a Backup File in QuickBooks Desktop​

  1. Open QuickBooks: Launch your QuickBooks Desktop application and log in to your company file.
  2. Go to the File Menu: Click on File in the upper-left corner.
  3. Select Back Up Company: In the dropdown, select Back Up Company, then click Create Local Backup.
  4. Choose Local Backup: In the Create Backup window, select Local Backup and click Next.
  5. Choose Backup Location: Click on Browse to choose where you want to save the backup file (e.g., your Desktop or a specific folder).
  6. Save the Backup: Once the location is selected, click Save. QuickBooks will create a backup file in .QBB format.

The .QBB backup file is the best format to use when emailing your QuickBooks file, as it is compressed and easier to send via email.

1.2: Create an Accountant’s Copy (Optional)​

If you are sending your QuickBooks file to an accountant, creating an accountant’s copy is another option. This allows your accountant to make changes without affecting your ongoing work.

  1. Go to File > Send Company File: Click File, hover over Send Company File, and choose Accountant’s Copy.
  2. Select Save File: Choose Save File to create the accountant’s copy on your computer.
  3. Set a Dividing Date: This date sets the period for which your accountant can make changes. Choose the dividing date and click Next.
  4. Save the File: Save the accountant’s copy on your computer.

The accountant’s copy will be saved as a .QBX file, which can also be emailed.

Step 2: Compress (Zip) the QuickBooks File​

QuickBooks backup files (e.g., .QBB, .QBX, .QBW) can sometimes be large, making them difficult to send via email. Compressing the file into a ZIP format reduces its size, making it easier to email.

2.1: Compressing the File on Windows​

  1. Locate the File: Navigate to the location where your QuickBooks file (e.g., .QBB or .QBX) is saved.
  2. Right-Click on the File: Right-click on the QuickBooks file.
  3. Select Send to > Compressed (Zipped) Folder: In the dropdown menu, click on Send to, then select Compressed (Zipped) Folder. This will create a new compressed version of the file with the .zip extension.

2.2: Compressing the File on Mac​

  1. Locate the File: Navigate to the folder where your QuickBooks file is saved.
  2. Right-Click (or Control + Click): Right-click on the QuickBooks file.
  3. Select Compress: In the dropdown, click Compress [filename]. A new zipped file will be created in the same folder.

Step 3: Attach and Email the QuickBooks File​

Now that your QuickBooks file is backed up and compressed, it’s time to send it via email. Follow these steps to ensure smooth delivery.

3.1: Open Your Email Client​

  1. Gmail, Outlook, Yahoo Mail: Open your preferred email client.
  2. Create a New Email: Click on Compose or New Email to create a new email message.

3.2: Attach the Compressed QuickBooks File​

  1. Click on Attach File: In the email composition window, click on the paperclip icon (or Attach File).
  2. Browse for the Zipped File: Locate the compressed QuickBooks file that you created in Step 2 (with the .zip extension).
  3. Attach the File: Select the file and attach it to your email.

3.3: Enter the Recipient’s Information​

  1. Add the Recipient: In the To field, enter the email address of the recipient (e.g., your accountant or colleague).
  2. Add a Subject Line: Write a clear subject line, such as "QuickBooks File – [Company Name]" or "Accountant’s Copy for Review."
  3. Add a Message: Include a brief message explaining what the file is, such as "Attached is the latest backup of our QuickBooks file. Please review and let me know if you have any questions."

3.4: Send the Email​

Once the file is attached and the message is composed, click Send to deliver the email.

Step 4: Verify File Size Limits​

Different email providers have different size limits for attachments. Here are some common email providers' attachment limits:

  • Gmail: 25 MB
  • Outlook: 20 MB
  • Yahoo Mail: 25 MB

4.1: If the File is Too Large​

If your QuickBooks file exceeds the email provider's file size limit, consider the following alternatives:

  1. Use a Cloud Storage Service: Upload the QuickBooks file to a cloud storage service such as Google Drive, Dropbox, or OneDrive. Then, share the link to the file via email.

    • Google Drive: Gmail allows you to directly attach files from Google Drive if they exceed 25 MB.
    • Dropbox/OneDrive: Upload the file to Dropbox or OneDrive, then generate a shareable link and include it in the email.

  2. Split the File: If possible, you can split larger files into smaller parts using a file compression tool like WinRAR or 7-Zip, then email each part separately.

Step 5: Security and Encryption (Optional)​

Since your QuickBooks file contains sensitive financial data, consider encrypting the file or using secure email options.

5.1: Encrypt the File​

  1. Use Compression Tools with Encryption: When compressing the file using tools like 7-Zip, you can enable encryption by setting a password for the ZIP file.
  2. Share the Password Separately: If you password-protect the file, send the password via a separate communication channel, such as text message or a different email, to ensure security.

5.2: Use a Secure Email Service​

For an extra layer of security, consider using secure email services like ProtonMail, or use encrypted email features in Outlook or Gmail.

Step 6: Confirm Receipt​

Once you’ve sent the QuickBooks file, it’s important to confirm that the recipient has received and successfully opened the file.

  1. Follow Up: After sending the email, follow up with the recipient to confirm that they have received the file and can open it without any issues.
  2. Resend if Necessary: If the file wasn’t received due to attachment size or email server restrictions, consider using one of the cloud storage or file-sharing methods discussed earlier.

Troubleshooting Common Issues​

6.1: File Size Too Large to Send via Email​

  • Solution: Compress the file or use a cloud storage service like Google Drive or Dropbox to share the file link.

6.2: Recipient Can't Open the File​

  • Solution: Ensure that the recipient has QuickBooks installed and that the file format is correct (e.g., .QBB for backup, .QBX for an accountant’s copy). Also, make sure the file isn’t corrupted during the email transmission.

6.3: Email Attachment Blocked by Spam Filters​

  • Solution: Some email providers may block attachments with certain file types (like .QBB). Try renaming the file extension to .zip or use a cloud-based solution to bypass spam filters.

Conclusion​

Emailing a QuickBooks file is a simple and effective way to share financial data with your accountant, business partner, or colleagues. By following the steps in this guide, you can successfully prepare, compress, and send QuickBooks files without encountering file size issues or security risks. Always remember to confirm that the recipient has received and can open the file, and use secure methods for sharing sensitive financial data.