• Fixing mistakes.
• Making tax adjustments.
• Updating reconciliations from past entries.

In this article, you’ll learn how to import accountant changes in QuickBooks Desktop to keep everything accurate and up to date. By the end, you’ll be prepared to handle these imports like a pro.

What are accountant changes in QuickBooks?

Accountant changes are basically those tweaks, adjustments, or fixes your accountant makes to your books. For QuickBooks Online, these changes are made by an “Accountant User” and do not require an import, as everything is hosted in the cloud.

For Desktop, accountant changes typically require the “Accountant’s Copy” feature, which lets accountants make changes to your company file while you continue working on their own copy.

Image credit: QBK Accounting

Of course, with two copies, there will be discrepancies. So, once your accountant completes their adjustments, you can import them to reflect the changes on your main QuickBooks file.

These edits usually come right after they have reviewed your financial records and noticed a few things that weren’t quite correct. They might include:

• Reconciliations: Making sure your bank statements line up perfectly with your QuickBooks records.
• Tax adjustments: Fixing anything that would impact your tax filings, like moving expenses into the right categories. 
• Journal entries: Adjusting older transactions to fix mistakes or account for things like accruals. 
• Category changes: Reclassifying expenses or payments into the right buckets and categories for more accurate reporting.

These changes are key to keeping your financial records accurate, staying on the right side of the IRS, and ensuring that all your financial reports accurately reflect what’s happening financially in your business.

5 steps to import accountant changes in QuickBooks Desktop

Importing accountant changes into QuickBooks Desktop is a straightforward enough process, but taking the time to do it carefully means your records will stay as accurate and audit-ready as your accountant intended. Here’s a step-by-step guide to handle it:

Step 1: Prepare for import

Before you start, you’ll need to prepare your company file. A little preparation goes a long way, and in the case of QuickBooks, it will save you a lot of issues down the road.

Key preparation steps:

• Coordinate with your accountant: Make sure you’re on the same page about any changes being made and whether a second glance is required before the import.
• Back up your company file: Don’t skip this step. If something goes wrong during the import, backing up your company file will be a lifeline when restoring the data.

Here’s how to back up your company file in QuickBooks Desktop:

1. Open QuickBooks Desktop.
2. Go to the “File” menu.
3. Select “Back Up Company” and then click “Create Local Backup”.
4. Pick where you want to save the backup on your computer.
5. Click “Save” to complete the backup.

Image credit: Intuit QuickBooks

Once the backup is saved, you can move on to the next step.

Tip: It’s good practice to store the backup in several places. One instance on your computer is fine, but it’s smart to leverage additional media storage like a flash drive, as well as using your Network Attached Storage (NAS) or a cloud-based file storage tool. Ask your IT team for help if needed.

Step 2: Access the company file

Now is the time to pull up your company file so you can start the import. This ensures you’re working with the correct file.

Here’s how to access your company file:

1. Go to the “File” menu at the top-left corner of the screen.
2. Select “Open or Restore Company” from the menu.
3. Find and open the file you want to work on. Double-check it to make sure you have selected the right one.

Step 3: Start the import process

Now, it’s time to import the changes your accountant made and sync them with your QuickBooks Desktop records. 

To initiate the import process:

1. Click on the “File” menu at the top-left of the screen.
2. From the dropdown, select “Utilities”.
3. Click “Import” and then choose “Accountant Changes.”
4. You’ll be prompted to locate the .QBY file (the file your account will have sent with their changes).

Image credit: WizExpert

How to choose and import the accountant changes:

1. Find the .QBY file on your computer (the one your account sent you).
2. Select the file and follow the instructions on the screen to start the import.
3. QuickBooks Desktop will check the file to make sure it’s compatible with your company file, and if everything checks out, the import will start.

This part might take a few minutes, depending on the size of the file, and how many changes your accountant made. Be patient while it’s being imported, as it’s common for the progress to stall from time to time.

Step 4: Review and accept changes

Once the import finishes, QuickBooks Desktop will show you a list of your accountant’s changes. This is your final chance to review everything and make sure you’re happy before it gets added to your records.

To review and accept accountant changes:

1. Check the summary: You’ll see a breakdown of the changes, such as adjustments to journal entries, reclassifications, or reconciliations. 
2. Go through each change: If something doesn’t add up or looks off, don’t hesitate to contact your accountant to discuss it.
3. Approve or reject changes: After reviewing, decide whether or not to accept or reject each adjustment. 

Taking a moment to review each and every change now will save you from dealing with adjustments and mistake-fixing later.

Step 5: Stay connected with your accountant

Your accountant plays a key role in keeping your finances in top shape, so it’s a good idea to maintain communication during the import process.

Here’s how to stay connected:

1. Ask questions: If something isn’t clear, don’t hesitate to contact your accountant before approving any changes.
2. Use QuickBook Notes: The Notes feature in QuickBooks Desktop lets you flag anything quickly that you want to discuss or clarify with your accountant.
3. Set a regular review schedule: If you’re importing changes every month or quarter, schedule a quick Zoom call or meeting ahead of time to go over everything together.

Once you’re on the same page as your accountant, accept the changes and integrate them into your QuickBooks file. Keeping communication open helps you address issues quickly, understand why adjustments were made, and, most importantly, ensure that all financial records stay accurate and compliant. 

Tips for seamless collaboration when importing accountant changes

Working more closely with your accountant makes the process of importing changes into QuickBooks much less stressful. Here are a few ways to keep collaborating and stay in your accountant’s good books:

Establish clear communication

Decide together upfront how and when changes will happen. Will you review everything before it’s imported? Or will you take a look at it afterward? Setting clear expectations will save you both a lot of time and frustration.

Agree on a timeline

Setting schedules for when changes are to be made and imported into QuickBooks is the best way to avoid last-minute surprises and keep your day-to-day bookkeeping on track. 

Use the “Notes” feature in QuickBooks

Both QuickBooks Online and Desktop have a Notes feature. Use it to leave comments and provide useful context for your accountant. These can be about specific transactions or areas that need a little extra attention. It’s one of the best ways to keep on the same page.

Regularly reconcile your accounts

Regular reconciliation in QuickBooks is one of the easier ways to keep records clean and make your accountant happy by reducing the adjustments that they need to make. 

Here’s a quick step-by-step, but for a more detailed guide, we have a more in-depth article here.

1. Log in to QuickBooks and select “Reconcile” from the “Accounting” or “Tools” menu. 
2. Pick the bank or credit card account you need to reconcile from the downtown menu.
3. Enter your statement details by inputting the ending balance and statement from your most recent bank or credit card statement.
4. If the balances don’t align, don’t panic. Fix any discrepancies by checking for errors like duplicate transactions, missing entries, or an accidental typo. Adjust these as needed to fix them.
5. Once the difference is $0, click on “Finish Now” to complete the process.
6. Schedule this process to occur monthly or quarterly, depending on your schedule and cash flow.

Why should you import accountant changes in QuickBooks?

While it may feel like another annoying admin tasks, importing changes made by your accountant is essential for your business, and here’s why:

• Accurate financial records: When you import changes, your books are always updated with the latest adjustments, cutting down on any errors that can throw your books.
• Audit readiness: If you’re ever faced with the unpleasant experience of an IRS audit, having accurate records with a clear audit trail will save you a lot of stress.
• Compliance: Financial compliance is an accountant’s bread and butter. So when they make adjustments, and you import them into your QuickBooks, it means you can be confident everything financially is above board and in good standing.
• Informed decision-making: Clean, up-to-date financial data gives you a much clearer picture of your business, helping you make smarter decisions for the future.

Key takeaways

• Keep your financial data accurate and clean: Importing accountant changes means your records are current and ready for any surprises (like an audit).
• Always back up your company file: Before importing changes, create a backup to protect your data in case anything goes wrong. Store multiple copies.
• Communicate with your accountant: Clear communication and schedule imports to avoid any confusion.
• Reconcile accounts regularly: Stay on top of reconciliation. It will minimize the need for constant adjustments and save time for both you and your accountant.

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How to import accountant changes in QuickBooks FAQs

Can I undo accountant changes after importing them in QuickBooks?

Yes, but the only way to undo changes after an import is by restoring the backup of your company file. That’s why creating a backup before importing changes is absolutely essential.

Do I need to close my QuickBooks file while my accountant works on it?

No, it’s not necessary to close your file. Your accountant can work on a copy of the company file instead. Once they are finished making adjustments, they will send their copy in the form of a .QBY file, which you then import. This can all be done without ever closing QuickBooks.

How often should I import accountant changes in QuickBooks?

It depends on your business and your cash flow. For smaller businesses, quarterly imports are generally enough. But if you’re dealing with a lot of transactions or running a medium-sized business, monthly imports are ideal.

The post How to import accountant changes in QuickBooks in 5 easy steps appeared first on Method.

Inviting an accountant to your QuickBooks saves time and reduces costly mistakes by giving you access to:

• Financial data you can trust.
• Professional advice.
• Accurate analyses.
• Assistance with compliance.

This guide will walk you through the simple, secure steps outlining how to add an accountant to your QuickBooks Online account.

Let’s dive in!

What is an Accountant User?

An “Accountant User” is a specialized role in QuickBooks designed specifically for financial professionals who manage your business’ finances. This role provides access to advanced tools and features that help simplify critical accounting tasks and ensure your books are accurate, compliant, and ready for financial reporting. 

Key capabilities of an Accountant User:

Accountant Users in QuickBooks have the unique ability to:

• Reconcile accounts: Efficiently match transactions to bank statements, keeping your financial records accurate and up to date.
• Generate financial reports: Access detailed reports, such as profit and loss statements, balance sheets, and cash flow summaries, to provide actionable insights into your business performance.
• Prepare tax documents: Organize and compile tax information to ensure compliance with local and federal regulations and minimize errors and penalties.
• Adjust transactions: Make necessary corrections to entries, such as reclassifying expenses or adjusting journal entries, to maintain the integrity of your financial data.
• Leverage expert tools: Use accountant-specific features like batch transaction editing and reclassifying transactions to save time and improve accuracy.

However, their access is restricted to what’s necessary for accounting tasks — they can’t view sensitive areas like payroll unless granted permission. This role makes it easier to work with your accountant while ensuring your financial information stays protected and confidential.

Things you need before adding an accountant in QuickBooks

Now that you are ready to add an accountant to your QuickBooks online account, you must have a few things at hand before proceeding. Let’s look at them together:

The email address of the accountant

A valid and current email address is essential in learning how to add an accountant to your QuickBooks Online account. Email is the primary means of sending the invitation, and it is prompt and secure.

Double-check the address for accuracy to avoid delays or errors in granting access. This ensures you establish a smooth connection with your accountant, granting them access to the tools and data they need to help manage your finances efficiently.

Primary Admin access

Primary Admin access is the master key to managing everything in your QuickBooks Online account. As the Primary Admin, you have complete control over your financial data and account settings, making you the central authority for all user access and security.

Key responsibilities of the Primary Admin

• User management: Invite, remove, or modify user roles to ensure only authorized individuals can access your QuickBooks account.
• Account security: Safeguard your financial data by controlling permissions and monitoring account activity.
• Collaboration: Seamlessly collaborate with your accountant or team by granting specific access tailored to their needs.
• Full access: Manage every aspect of your QuickBooks account, from setting up features to customizing reports.

Only the Primary Admin is able to add accountants (and users) to your QuickBooks Online account, but the good news is that the role is easy to change. The catch is that only the Primary Admin can transfer their role, so you’ll need to identify that individual and have them change it if you need those permissions. Otherwise, you can just have them add your accountant.

How to add an accountant to QuickBooks Online in 4 steps

Adding an accountant to your QuickBooks Online account is a straightforward, step-by-step process:

Step 1: Log in to QuickBooks Online

As a QuickBooks user, you likely know how to do this step, or have done it already.

But just in case you need assistance — to log in to QuickBooks Online securely, follow these steps:

1. Open your browser and navigate to the QuickBooks Online login page.
2. Enter your registered email (or username) and password in the login fields.
3. Click “Sign in” to access your account.
4. If enabled, verify your identity using the authentication method of your choice — text code or authentication app.

Step 2: Navigate to the “Manage Users” section

1. Now that you’re logged in, look for the settings icon (gear) in the upper right corner of your dashboard and click on it.
2. In the dropdown menu that appears, find and choose the “Manage Users” option. This will take you to the user management page.

Image credit: QuickBooks

Step 3: Invite the accountant

1. In the “Manage Users” section, find and click on either the “Accountants” or “Accounting Firms” tab, depending on your version.
2. Type in the email address of the accountant you wish to invite.
3. Click on the “Invite” button to send an invitation to your accountant.

Image credit: QuickBooks

Step 4: Ensure confirmation and acceptance

Follow these steps to confirm that your accountant has received and accepted your invitation:

1. First, ask your accountant to check their email for the invitation from QuickBooks.
2. Then, return to the “Manage Users” page.
3. Click on that “Accountants” tab to see a list of all accountants invited to your account.
4. Look for your accountant’s name on the list. If their status shows “Active,” they have accepted your invitation. If it still shows “Invited,” they are yet to accept it.

How to give accountants access to QuickBooks Online with limited permissions

Typically, QuickBooks Online lets the Primary Admin give users different levels of access based on their role and the tasks they need to perform. There are three primary access levels: View Only, Limited Access, and Full Access. 

However, accountant permissions are not customizable. An accountant added through the accountant user role gets the specific permissions designated by QuickBooks to perform accounting and financial operations. The accountant can view, add, edit, and delete transactions but does not have administrative permissions to manage users or subscriptions.

Key takeaways

Adding an accountant to QuickBooks Online is a simple yet essential process for optimizing your financial management. 

Keep these points in mind:

• Unlike Desktop, QuickBooks Online makes it straightforward to invite an accountant with just a few steps.
• Ensure you have “Primary Admin” access to manage user invitations securely.
• A valid and current email address is necessary when sending an invitation.
• Granting access allows your accountant to help oversee your finances while you retain control over sensitive data.
• The “Accountant User” role provides only the permissions needed for accounting tasks, ensuring your data remains protected.

Now that you know how to add an accountant to QuickBooks Online, you can start making life easier for everyone on your team.

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How to add accountant to QuickBooks Online FAQs

Can you add multiple accountants to QuickBooks Online?

Yes, you can add multiple accountants to QuickBooks Online, but there are some limitations to keep in mind. QuickBooks Online allows you to add up to two accountant users to your account.

Each accountant must be invited individually by entering their unique email address, and they will receive an invitation to accept and gain access. If your business requires more than two accountants, you may need to add additional users with customized roles or upgrade your subscription plan to accommodate broader collaboration needs.

Is there a free accountant on QuickBooks Online?

QuickBooks Online allows you to invite an accountant to access your account at no additional charge, but this only refers to providing access permissions. The actual services provided by the accountant (such as bookkeeping or tax preparation) will come at a cost as determined by the accountant.

Is accounting provided by QuickBooks?

QuickBooks does not offer direct accounting services like bookkeeping or tax filing. Instead, it gives users the tools to handle their own accounting or collaborate with a professional accountant who can access their QuickBooks data. You will typically hire an accountant separately if you need expert accounting services.

The post How to add an accountant to QuickBooks Online: Important steps appeared first on Method.