How to Create a QuickBooks Portable Company File: Step-by-Step Guide

QuickBooks is one of the most popular accounting software programs used by businesses worldwide. It provides an efficient way to manage your financial records, invoices, and payroll. However, there are times when you need to share your company file with an accountant or move it to another computer. In such cases, creating a QuickBooks Portable Company File becomes essential. This type of file allows you to transfer your QuickBooks data quickly and safely while keeping the file size smaller and easier to handle.

In this article, we’ll guide you step by step on how to create a QuickBooks portable company file, the benefits of using it, and important tips for safe file transfer.

What is a QuickBooks Portable Company File?

A QuickBooks Portable Company File is a compact version of your standard QuickBooks company file. Unlike a regular company file (.QBW), the portable version (.QBM) is designed for easy sharing and reduced file size. It is especially useful when you need to:

• Send your company file to an accountant for review.

• Move the file to another computer without transferring all the supporting files.

• Backup important data quickly when storage space is limited.

The portable file contains all the essential data of your company, such as customer and vendor information, invoices, payroll, and account balances, but excludes certain templates and images to keep the file size smaller.

Benefits of Using a QuickBooks Portable Company File

Using a portable company file has several advantages:

1. Smaller File Size: Portable files are compressed, making them easier to email or upload to cloud storage.

2. Quick Sharing: Accountants can open the portable file on their own QuickBooks version, review it, and make necessary changes without affecting your original file.

3. Data Safety: By sending a portable file instead of the original company file, you reduce the risk of accidental corruption or deletion.

4. Convenience: Perfect for transferring data between multiple systems or locations.

How to Create a QuickBooks Portable Company File

Follow these steps to create a QuickBooks Portable Company File efficiently:

Step 1: Open QuickBooks

Start by launching your QuickBooks Desktop application. Make sure your company file is closed before beginning the portable file creation process.

Step 2: Open Your Company File

Go to File > Open or Restore Company. Select your active company file (.QBW) that you want to convert into a portable file.

Step 3: Create the Portable File

1. Click File > Create Copy.

2. In the window that appears, choose Portable company file and click Next.

Step 4: Save the File

1. Select the location where you want to save your portable file. Choose a folder that is easy to access, like Desktop or Documents.

2. Give your file a recognizable name. It is recommended to include the date or purpose in the filename.

3. Click Save. QuickBooks will create the portable company file (.QBM).

Step 5: Verify the File

Once the portable file is created, it is good practice to verify the file to ensure all data is intact. You can do this by opening QuickBooks and selecting File > Open or Restore Company > Restore a portable file. Navigate to the file you just created and open it.

Tips for Sending a Portable Company File to Your Accountant

1. Check QuickBooks Version: Make sure your accountant’s QuickBooks version is compatible with your file. Portable files can only be opened on the same or later version.

2. Use Secure Methods: Send your portable file via secure cloud storage or encrypted email to protect sensitive financial data.

3. Compress if Necessary: Although portable files are smaller, you can use ZIP compression for easier emailing.

4. Keep Backup Copies: Always maintain a backup of your original company file before creating and sending a portable version.

Common Issues While Creating a Portable File

Sometimes, QuickBooks may encounter errors while creating a portable file. Common issues include:

• Insufficient Disk Space: Ensure you have enough space on your computer to save the new portable file.

• Corrupted Data: Run the Verify and Rebuild Data utility before creating a portable file.

• Version Compatibility Issues: Ensure both sender and receiver use compatible QuickBooks versions.

If you experience issues, you can contact QuickBooks support at +1-866-408-0444 for professional assistance.

Why a Portable File is Better Than Backup for Sharing

While QuickBooks backup files (.QBB) are useful for restoring data, they are often larger and contain additional supporting files that may not be necessary for accountants. Portable files are specifically designed for sharing and are lighter, making them ideal for fast and secure transfers.

Step-by-Step Example: Sending a Portable File to an Accountant

1. Create the portable company file as outlined above.

2. Upload the file to a secure cloud storage service such as Google Drive or Dropbox.

3. Share the download link with your accountant via email or secure messaging.

4. Once your accountant makes the necessary changes, they can send back the updated portable file for you to restore.

This method ensures your data is shared safely without compromising your original company file.

FAQs About QuickBooks Portable Company File

Q1: Can I create a portable file on QuickBooks Online?A: No, portable company files are only available for QuickBooks Desktop. QuickBooks Online uses cloud-based sharing instead.

Q2: Does creating a portable file reduce my company file’s data?A: No, all essential data is preserved. Only unnecessary templates, images, and temporary files are excluded to reduce the file size.

Q3: How often should I create a portable file?A: It’s recommended to create a portable file whenever you need to share your data with an accountant or move your company file to another computer. Frequent backups in combination with portable files ensure data safety.

Conclusion

Creating a QuickBooks Portable Company File is an essential task for businesses that need to transfer or share their financial data efficiently. It offers a secure, compact, and convenient way to move your QuickBooks data without compromising quality. By following the step-by-step instructions provided in this article, you can safely create, verify, and share your portable file with accountants or team members.

For professional guidance or troubleshooting any issues while creating a portable company file, you can contact QuickBooks support at +1-866-408-0444. Their experts will help ensure your data transfer is smooth and error-free.