QuickBooks Desktop comes with tools for managing cash flow, creating invoices, handling inventory, and preparing taxes – but that doesn't mean it never runs into errors. A common one many users face is the QuickBooks Unable to Create an Accountant's Copy error, which appears while preparing an accountant's copy. It is usually connected to the folder where the company file is stored, the file size, or the connection to the Intuit server – and it can make you miss a deadline if ignored.
In this post, we have compiled the working solutions to fix the QuickBooks failed to create an Accountant's Copy error. If you would rather have an expert handle it, you can call our error support team and speak to a certified technician.
What Causes QuickBooks Unable to Create Accountant’s Copy Issue?
The accountant's copy is a version of your company file that your accountant can work on while you continue entering current transactions. Once the accountant's changes come back, QuickBooks imports them into your company file. When QuickBooks cannot create this copy, the most common causes are:
- QuickBooks Desktop is not updated to the latest release.
- The company data file is damaged.
- A slow internet connection, or a firewall blocking the upload to the Intuit server.
- Long dashes pasted from MS Word into the accountant's notes.
- The .QBW company file is 200 MB or larger.
- A problem sending data to the Intuit server.
This error may also appear when you send the Accountant's copy through the Accountant Copy File Transfer Service (ACFT). In that case you might see:
| Error: Problem in sending the file to the Intuit Server |
| Warning: There was a problem sending the changes to the accountant's copy file transfer server. Try again later or save the file and send via email. |
Common QuickBooks errors when creating or working on an accountant’s copy
You may get one of the following errors on an Accountant's Copy (.QBX) or on a company file (.QBW) in QuickBooks Desktop:
- Failed or a big red "X" when working on an Accountant's Copy
- Not able to create an Accountant's Copy
- Warning: You are backing up an Accountant's Copy
- Error: Accountant's Copy already exists
- Your reconciliation will roll back
- Warning: This is an Accountant's copy of the company's data (when opening a .QBA file)
- Error: "Specified database is invalid" or "Invalid database server command line"
- Error 6000-series errors when converting an Accountant's Transfer file.
Read Also: How to Eliminate QuickBooks Error Code 15241?
Solutions to Resolve QuickBooks Unable to Create Accountant’s Copy Issue
Here are the quickest working solutions to resolve this error. Go through them one by one.
Solution 1: Check the company file name for special characters
The first step is to check the company file name for special characters or spaces. There should be no comma or unusual character in:
- The file name
- The company name inside QuickBooks.
Rename the file if needed and try creating the accountant's copy again.
Solution 2: Update QuickBooks to the latest release
An outdated QuickBooks Desktop is one of the most common reasons this fails. Update the software first:
- Go to the Help menu and click Update QuickBooks Desktop.
- Go to the Update Now tab and check the Reset Update box.
- Click Get Updates to start the download.
- When the download completes, restart QuickBooks Desktop and follow the on-screen prompts to install the new release.
Note: Restart your computer and try creating the accountant's copy again after the update.
Solution 3: Reduce the company file size
If the company file is larger than 200 MB, the transfer service may refuse to send it. You have two options:
- Create a portable version of the company file, which is a compact copy that is easy to send. Press F2 to open the Product Information window and check the file size – if it is above 200,000 KB (200 MB), use the portable company option to shrink it.
- Manually save and send the .QBX/.QBY file to your accountant without using the Accountant's File Transfer Service.
If the file size is below 200 MB, move to the next solution.
Solution 4: Run QuickBooks File Doctor from the Tool Hub
If the company file is damaged, repair it with the QuickBooks File Doctor, which now runs from the QuickBooks Tool Hub:
- Download and install the latest QuickBooks Tool Hub from Intuit's official Tool Hub page (current version 1.6.0.8).
- Open the Tool Hub, go to Company File Issues, and select Run QuickBooks File Doctor.
- Select your company file, choose Check your file, and follow the prompts. This fixes most company file and network issues automatically.
Solution 5: Give full folder permissions before creating the accountant’s copy
- Go to the folder where the company file is stored, right-click the folder, and choose Properties.
- Go to the Security tab and click Edit.
- Add the current QBDataServiceUser account (the name changes with each QuickBooks version) and give it full control / read-write permissions.
- Click Apply, then OK, and try creating the accountant's copy again. Avoid strange characters in the file path.
Solution 6: Avoid long dashes copied from MS Word
- Do not use long dashes (em dashes) when typing notes for your accountant – they can break the transfer.
- Paste any text into Notepad first, remove the long dashes, and then use that cleaned text for the notes.
Solution 7: Test the company file for data damage and repair it
Step 1: Check whether the damage is in this company file only
- Go to File and select New Company, then Express Start.
- Create a test file and try creating an accountant's copy from it. If it works, the problem is in your original company file – repair that file.
Step 2: Repair the company file
- Run Verify and Rebuild Data – go to File > Utilities > Verify Data; if issues are found, run Rebuild Data.
- Run Quick Fix My Program from the Tool Hub – open the Tool Hub, go to Program Problems, and select Quick Fix My Program.
- Rename the .ND and .TLG configuration files in the company file folder and reopen the company file.
Step 3: Restore a backup of the company file
If none of the above works, restore a recent backup: File > Open or Restore Company > Restore a Backup Copy > Next > Local Backup, select the backup file and the location to save it, and replace the damaged file.
Read Also: Advanced Steps to Repair QuickBooks Error Code 6000, 832
Points to consider when creating the Accountant’s Copy
Once the Accountant's Copy is saved, QuickBooks shows "Accountant's Changes Pending" in the title bar. It stays there until you import the accountant's changes or remove the restrictions. If you remove the restrictions before the accountant sends changes back, you cannot import their work automatically.
Limitations of QuickBooks Desktop accountant’s copy
Some things cannot be changed through an accountant's copy – for example, you cannot add, edit, void, or delete payroll transactions, estimates, sales orders, funds transfers between accounts, or inventory build assemblies.
How to remove Accountant’s Copy restrictions in QuickBooks
Removing restrictions makes the existing accountant's copy invalid. Do this when your accountant asks for a fresh copy, or when the company file needs repair for data damage. Back up your company file first.
- Go to the File menu and select Send Company File > Accountant's Copy.
- Select Client Activities and click Remove Restrictions.
- Select Yes, I want to remove Accountant's copy restrictions and click OK.
Steps to create a local backup copy of the company file
If the accountant's copy failed, a local backup keeps your data safe:
- Go to the File menu and Switch to Single-user Mode.
- From the File menu, choose Back Up Company > Create Local Backup.
- In the backup options dialog, choose Local Backup, click Options to set the save location and backup reminders.
- Pick a verification option, click OK, then Finish.
Conclusion!
This article was prepared after consulting our QuickBooks experts. We hope it helped you get rid of the QuickBooks Unable to Create an Accountant's Copy error. If you face any challenge with the steps above, connect with our XpertBooks Pro team – our certified ProAdvisors are available round the clock to guide you through any QuickBooks error. For further assistance, contact our experts.
FAQs
What is the Accountant’s Copy in QuickBooks?
It is a version of your company file that your accountant can edit while you keep working on current transactions. Their changes are later imported back into your company file.
Why is QuickBooks unable to create an Accountant’s Copy?
The usual reasons are an outdated QuickBooks Desktop, a damaged company file, a file larger than 200 MB, blocked server communication, or special characters in the file name.
How do I fix the “problem sending the file to the Intuit Server” warning?
Update QuickBooks to the latest release, check your internet connection, and reduce the company file size. If it still fails, save the .QBX/.QBY file manually and email it to your accountant.
What happens when I remove Accountant’s Copy restrictions?
The existing accountant's copy becomes invalid. Back up your company file first, then go to File > Send Company File > Accountant's Copy > Client Activities > Remove Restrictions.
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