Accounting How-Tos

Procedures for Emailing a QuickBooks File

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HOW DO I GIVE YOU MY FINANCES?

It’s probably easiest for everyone if you can provide us with a full copy of your working Quickbooks file. We understand it can be a little confusing trying to get this information out of Quickbooks and over to us, so we’ve provided some explanation below.

Backing up a QuickBooks file to disk

  1. Insert your disk into the computer
  2. Open your QuickBooks file and click on FILE, then BACK UP
  3. This will bring up a box that says “Back Up Company File”.
    • “Back Up Current Company” should have DISK selected, the FILENAME should be your company name and the LOCATION should be the corresponding drive
    • *If the LOCATION shows another path then you will need to click on BROWSE. At the SAVE IN box click on the drop down menu and click on the corresponding drive, (Your company name with the .QBB should then be in the box at the bottom of the window.) Click SAVE. If it tells you that this file already exists, click OK.
    • When the FILENAME is directed to the correct drive, click OK.
  4. Follow the directions (it may require more than one disk) it will walk you through step by step
  5. A box will then pop up that says: Your data has been backed up successfully – Click OK
  6. Remove disk.

Emailing a QuickBooks File

  1. Open your QuickBooks file and click on FILE, then BACK UP
  2. This will bring up a box that says “Back Up Company File”.
    • “Back Up Current Company” should have DISK selected, the FILENAME should be your company name and the LOCATION should be: 
C:\Program Files\Intuit\QuickBooks
    • If the LOCATION shows another path then you will need to click on BROWSE
. At the SAVE IN box, click on the drop down menu and click on C: drive, double-click on PROGRAM FILES, INTUIT, then QUICKBOOKS. (Your company name with the .QBB should then be in the box at the bottom of the window.) Click SAVE. 
It will then tell you that this file already exists – 
Click OK.
    • When the FILENAME is correct, then click OK.
  3. Your response to this will be: 
The back up file you chose already exists. Do you wish to replace it?
 Click on YES A box will then pop up that says: Your data has been backed up successfully – 
Click OK
  4. At this time, you will need to get out of QuickBooks and open up your email and start a new message addressed TO: info@jlaccounting.com
  5. Click on INSERT, then FILE. Where it says Look In: click on the drop down menu, then double-click on C: drive, PROGRAM FILES, INTUIT, QUICKBOOKS, then 
the file with your company name with the .QBB at the end.
  6. At this time, you will see the attachment on your email. Click the SEND button.

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