Occasionally, I get to a client's site and need to work on their records at my office. Many times this includes fixing payroll errors, something you cannot touch with an accountant's copy. So how do you do this? Well, I use a portable file and email it to myself (this is usually only an option when I cannot use my favorite remote service Logmein).
To create a portable file:
- Click file
- Backup
- Portable file
- Save it to the desktop
Now I can attach the file and email it. But most of the QuickBooks data files (even portable ones) are too large to attach to a regular email. So, what do you do? You sign up for a free program from You send it. They allow you to send larger data files. There is also a program called drop box. That is a program you get for free if you use Yahoo email. Either one will let you send that file.
You set up your account on their website, log in, attach the portable and send it. That is it. It will be emailed to your accountant or in my case, to me, so that you can work on it and then send it back. The client will have to restore this file with any changes you have made. Also, the client will not be able to work in QuickBooks while you are working in the portable. This is not like using the accountant's file where they merge your data. Many times, I will do the portable route on a Friday and have the file back to the client for first thing on Monday morning.
The best part about restoring a portable is that it re-indexes your data file. That means it kind of cleans it up for you. Keeps the house in order, so to speak.
Lynda
Check out my website www.artesanibookkeeping.com
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