In our QuickBooks Tip – Portable File v Accountant’s Copy, I explained how to create both types of these files.  Backup copies are an additional file type that can be used to duplicate your data.  With all of these options, how do you know which is best for your situation?  Here are the features of each type of file.

Portable File

• This file type is a smaller file size than the backup copy.
• This is due to the fact that certain things, such as logos and templates, aren’t saved in this version.

When is this best? If you need to transmit a smaller file to someone who won’t be making changes

Accountant’s Copy

• This file type allows for you and your accountant to simultaneously work in separate time frames of the file.
• By setting a dividing date, you allow for your accountant to work in prior period transactions while you work in the current period.

When is this best? If you want to be able to import prior period adjustments directly into your file

Backup File

• This file type includes all aspects of the file.
• This is the largest of the copy types.

When is this best? If you need to transmit a file that has all of your company data

By knowing the basics of each file, you can pick which is best for your situation.  If the thought of saving and sending these files is stressful, you may want to evaluate QuickBooks Online.  Having your file web-based will allow you to add an accountant user who can access your data in real-time without having to transmit a file.  Either way, working with a QuickBooks ProAdvisor will help you navigate the system.