Trouble Emailing QuickBooks Documents

User Query: I am having trouble emailing my QuickBooks documents, why email not working with QuickBooks?

In QuickBooks, you can not only create documents like invoices, bills, and lists but also mail them directly from the software. This unique feature enables users to streamline their workflow and use stored data to connect with both customers and vendors. However, in some instances, users have reported that they were unable to email QuickBooks documents due to certain errors.

Accounting is an essential part of the operations of a business. How to email data to your accountant can be one of the most common questions asked by small businesses that hire an accountant. If you’re not sure how to send your QuickBooks file, then read this blog for a step-by-step tutorial on how you do it. We also list the pros and cons of sending data via email as well.

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Read More: QuickBooks Unable to Send Invoices Via Email

What is Emailing QuickBooks File is all About?

When small businesses need financial advice, accountants are the people to call. In order to make the process easier for each other, it’s best that all QuickBooks transactions be sent via email, so both parties don’t have to worry about learning different programs.

There are many ways to transfer a company file, but emailing is one of the best options. The process is safe and easy to manage, and the information stays secure with encrypted emailing.

If you’re looking for some answers about the question of how to email QuickBooks files, it’s important to be aware of the kind of files that can be sent through email.

File Types that Can Be Shared Via Email

Following are the file types that you can create for sharing your company file data with your accountant:

1. QuickBooks Backup File :

To protect your crucial QuickBooks data from loss or corruption, you should create a backup copy of your company file. To do so, adjust the settings in the Company Preferences menu and choose File > Set-up Company Error Files. This will create a backup file for you that is automatically set to send via email to yourself and other users with whom you’d like to share your company data.

  • Log into your QuickBooks, and from the File tab, select Switch to single-user mode.
  • Click the File tab again and select Backup Company.
  • Let us know how you want to back-up your local data, then select Local Backup.
  • Click on your company name in the list of backups, and from the backup options windows, choose a location to save your backup copy.
  • Click the upload button to save your document and share it via email.

2. QuickBooks Portable Company File:

For many companies, sharing their financial information can be a challenge. That’s why we created a Portable Company file that’s intended to be easily shareable via email services or other sources that don’t allow sharing of large files. The Portable Company file only contains the necessary data that your accountant needs, including financial figures and any images or logos that are included in the file. Other data is removed in order to reduce its size. If your Portable Company file is still bigger than 25MB, we recommend using online file-sharing services like Dropbox or Share File. To create a Portable Company file, following the steps mentioned below will help you.

  • Open QuickBooks and click the File tab.
  • Select Create Copy and then click Portable Company File (QBM).
  • Click Next, and from the Save in drop-down list, select Desktop.
  • Hit Save and OK twice to save the Portable Copy of your Company File on your Desktop.
  • You can now easily add the file to the attachment of your email and send it to your accountant.

3. Accountant Copy of Company File :

If you have files that are too large to send or you need to send multiple copies, Accountant Copy is the best option. Accountant Copy has a (QBA) or (QBX) extensions and is the most secure way to share your data. It can be encrypted by creating a password so that your accountant can access it. Here’s to keeping your bookkeeping under control! Inviting your accountant to access the email-based Copy of your QuickBooks data only when necessary is a great way to ensure that you and your accountant keep on track. Follow the steps below to create, share, and manage the Accountant’s Copy of your company file.

  • From under the File tab, click Accountant’s Copy and then move your mouse cursor over it.
  • Select Client Activities and click Save File.
  • Select the Accountant’s Copy option, click Next.
  • Enter your dividing date, then click continue.
  • Click Choose File, select a file you want to save, and then click Save.
  • You can now track and share the file with your accountant using email.

Note: Be sure to ask your QuickBooks Desktop accounting software to open your company file in the same version as yours. If your accountant opens the company file in a later version of QuickBooks, it won’t be able to access it through the software, and there will be no option on the software’s update menu.

4. Sending Accountant’s Copy Directly via QuickBooks Desktop

If you need to share your company file with the help of Windows computers, the most secure method is to use QuickBooks Desktop. You’ll be able to easily follow our steps and learn how to send your company file through QuickBooks Desktop.

  • Click the File tab and select Accountant’s Copy.
  • Select Client Activities and then hit Send to Accountant.
  • If you would like to send your document, click Next.
  • Select a Dividing Date for your accountant and hit Next.
  • Let’s start by providing your name and email address. In addition to that, we’ll need the accountant’s name and email address.
  • Making sure you have a secure password is essential when trying to encrypt your file. To ensure you have an adequately secured password, it’s best to have at least 7 characters (including numbers, uppercase letters, and symbols).
  • If you have special instructions for your account, please type them into the note section of your form.
  • Intuit’s e-File solution sends an email with a download link to the email address registered with your company. To learn more, click on the Accountant Tab at the bottom of the file that appears in the account.

There are Many Reasons for This Error, Some of Which are Listed Below:

  • Wrong preferences set for emails
  • Damage to QuickBooks installation files
  • Email domain address blocked by firewall or another security software
  • Security settings for email provider aren’t set properly.

First of all, make sure that you have the latest updates installed for QuickBooks desktop. To do so, follow the steps provided below:

  1. Launch QuickBooks Desktop
  2. Sign into an administrative account
  3. Go to the help menu
  4. Click on Update QuickBooks Desktop
  5. Click on Get Updates
  6. After the update is finished, restart QuickBooks

You can check that you have the latest update or not by pressing the F1/F2 buttons. You’ll get information about any updates available for your version of QuickBooks. Once you’ve installed the updates, try to email a document. If it fails, follow the steps provided below:

  1. Go to the start menu
  2. Select Control Panel
  3. Double Click on Program and Features
  4. Click on QuickBooks
  5. Select Uninstall/Change
  6. Click on Continue
  7. Select Repair
  8. Install the latest updates by following the steps provided above.

Sometimes, due to damage to installation files, QuickBooks throws an error whenever users try to email a document. With the repair feature, all of the files are checked by the installer and repaired. You can now restart QuickBooks and try to send the email again. If you still encounter the same problem, or need help with any other problem, then get in touch with our experts at LIVE CHAT.

Frequently Asked Questions

  1. How do I send a QuickBooks file?

    To send your company file to an accountant, use the File menu and hover over Send Company File. Next, hover over Accountant’s Copy and type in “client activities” in the search field. Then select Send to Accountant, then Next.

  2. How do I set up email in QuickBooks?

    Setup E-Mail Service in QuickBooks
    1. Access the server and open Quick Books with the user Log in.
    2. Choose Edit > Preferences
    3. Click the Preferences tab.
    4. Select Send Forms and click Add.
    5. In the Add Email Info window:

  3. How do I connect QuickBooks with Outlook?

    1. Go to the QuickBooks Edit menu.
    2. Select Preferences and Send Forms.
    3. Select Outlook and OK.

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