Create QuickBooks Portable Company File: Move QB Data Easily

Worried about transferring your large company file data to a new computer? Well, in that case, you must create a QuickBooks Portable company file. It is a compact version of your business file through which you can easily transfer data via email or USB. In this post, you will get the detailed insight regarding how to create portable company file and send the data in a compact format.

Table of Contents

What is a Portable Company File in QuickBooks?

The portable company file in QuickBooks is a compact copy of your company file.QBM extension. It is basically created for securely transferring data through email or portal media. Moreover, it is the most convenient way to send a copy to an accountant to review and fix the data corruption problems.

How to Create a Portable file in QuickBooks Desktop in an Easy Way?

A portable company file is a smaller and compressed form of your data file, consisting only of the financial data, excluding the custom templates, logos, or images. Furthermore, read the stepwise instructions below for generating the portable file.

First Step: Download and Install the QuickBooks Desktop

To begin the process of creating portable company file, it is essential to update QuickBooks Desktop to the latest version.

Second Step: Generate the Backup of the Company File

The portable company files are the best alternative when you are looking for a file that can be shared or moved easily, especially if you don’t require a full backup. Herein, you must know that the portable data file can’t be the alternative solution for the full backup. This is so because it won’t comprise any message templates, logos, or images. However, it doesn’t involve .tlg or .log files, Statement Writer, or Fixed Asset Manager files.

Furthermore, it is mandatory to backup QuickBooks company files.

Third Step: Start Creating a Portable Company File

Now, you must start creating portable company files in QuickBooks Desktop with the help of the following steps.

Access the QuickBooks application and then login to your account as an administrator.
Now, move to the File menu from top and click the Create Copy option.

Choose the Portable Company File and then the Next option.
Now, assign a new name to the portable company file. While allotting the name, make sure the name is unique from your regular data file to avoid confusion.
Choose an appropriate location to save the portable company file. The users must be very particular about the location they choose, as it should be easily accessible.

Finally, click the Save option and then the OK button after accurately making all the necessary changes.
With this, you have a portable company file that you can send either online or via USB. The users will discover that the file name is reflected as “[Unique company file name].qbm” on their computer screen.

Fourth Step: Launch Your QuickBooks Portable Company File

Now, that you have created a QuickBooks portable company file, use the below-given steps to open it.

Open the QuickBooks application with the proper administrative credentials. and then sign in to the application with the correct admin credentials.
After this, tap on the File menu from the top and, from its sub-menu, choose the Open or Restore Company option.

Subsequently, the users must select the Restore a portable company file > Next option and proceed with the ongoing process.
You only need to pick the portable company file, reflected with the name [Unique company file name].qbm, and hit the Open button.
Once you are done, thoroughly review the notes from the “Where do you want to restore the file” page before proceeding to the next step.
When you are all set to open up the file, click the Save button.
Furthermore, if you attempt to launch the portable company file, QuickBooks will eventually re-index your data.

Resolve the Portable Company Files Issues in QuickBooks Desktop

Are you having trouble with the portable company file in QuickBooks Desktop? Thoroughly review the solutions given below for quick resolution.

First Step: Prepare the Manual Copy of Your Data File

Access the Start window by pressing the Windows logo key.
Type “File Explorer” in the search bar and then hit the Enter key to proceed.
Start searching for the folder that holds the data file. Specifically, it is situated within your QuickBooks folder.

When You are creating a Portable company file

Search for the data file having .qbw extension, which is reflected as [Your Company File].qbw.
Once you get the portable company file, right-click on it and click the Copy option.
Return back to the Desktop and right-click anywhere on the screen to click the Paste option.
Again launch the QuickBooks application but not your data file.
Tap on the Opening or restore an existing file and then open a sample company file option.
Following this, the users need to access the data file which they have copied earlier and then paste them into the Desktop.
Now, head to the File menu and hit the Create Copy option.
Subsequently, click the highlighted Portable company file option and the Next button.
Later on, all you require is to perform the instructions displayed on the screen to launch another portable company file.
If you can generate a portable data file, it means some problems are associated with the data file location. All you require is to copy the data file, which will be considered your main file. Then, edit the name of the file and add “OLD” at the end of the file name so that you can’t use it anymore.

Read Here: How to Verify and Rebuild Data in QuickBooks Desktop

How to Send QuickBooks Backup File to Accountant?

You can send a QuickBooks backup file to an accountant either by generating and sending a specific Accountant’s Copy or by sending a portable company file. Accountant copy is basically used for sharing the data file with an accountant who can make the necessary changes in your file.

How to open a QBW file without QuickBooks Desktop?

You won’t be able to launch the .qbw file without QuickBooks Desktop. This is so because QBW are the proprietary files that help in creating and using exclusively by QBDT. Therefore, the QuickBooks Desktop is necessary to access and work with QBW files.

How to Send a QuickBooks Backup File via Email?

You can either send a QuickBooks backup file via email or generate an accountant’s copy with the help of QuickBooks’ built-in feature. However, for a standard backup, you must establish a local backup, attach the file to an email, and then send it.

Conclusion

We hope that by going through this blog you can easily create QuickBooks Portable Company File smoothly. Thus, it will help you safely transfer all your company file data to another system without causing any data loss or damage. Furthermore, if you still require any additional help, then connect with our BizBooksAdvice professionals for guidance.

Frequently Asked Questions (FAQ’s)

1. What is the major difference between a portable company file and a backup file?

The portable company files is the compact form of the backup files which makes it much more convenient to email in the form of attachments to another computer. But, the portable data file doesn’t consist of a full backup, and it won’t carry message templates, logos, or images, which the backup file has.

2. What steps are included to send a portable company file?

Below, we have provided step-by-step instructions for sending a portable company file.

Open the QuickBooks application and then head to the File menu.
After this, choose the Accountant’s copy and client activities from the sub-menu and send them to your Accountant.
Soon after this, confirm sending the accountant copy by tapping the Next button.
Besides this, add the dividing date provided by your tax preparer and then tap the Next button.
Now, you must insert the necessary details including email address, and name within the search field.
Conclude the process by adding the correct password to the file and tap the Send option.

3. What should I do if I get issues while generating a Portable Company File?

If you encounter issues while generating a portable company file, you can resolve them by opening the sample data file.

4. Can I use a Portable Company File to restore my company data?

You can use a portable company file to restore your company data by implementing the steps below.

The users must launch the QuickBooks application and sign in using the proper administrative credentials.
After that, navigate to the File menu > Open or Restore Company option.
You are required to hit the Restore a Portable File and then the Next button.

5. Can I include custom templates and forms in a Portable Company File?

Yes, it is possible to include financial data and customizations like custom templates and logos in a portable company file. Only the images are removed from the portable file, which serves as the best copy for checking the transactions.

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About The Author

Jonathan Browns

Jonathan Brown is a trained QuickBooks professional with 10 years of experience in the accounting sector. Moreover, he is passionate about helping businesses reduce the stress of managing accounts. Also, he is proficient in assisting entrepreneurs and small business owners to use QuickBooks and enhance their accounting experience.

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