create read only back up file for external auditor

Answer

Greetings, Vjh10.

It's good to see you here in the Community. I'm here to make sure your concern about creating a read-only backup file gets addressed.

The ability to create a read-only backup file is currently unavailable in QuickBooks Desktop. I have two options for you that will let your external auditor view the company file. You can either create an accountant's copy or give your external auditor an access rights to certain areas of QuickBooks.

To add a user, please follow these steps:

  1. Log in as an Admin in QuickBooks Desktop.
  2. Go to Company and choose Set Up Users and Passwords.
  3. Select Set Up Users and enter your Admin password.
  4. Click on the Add user button in the User List window.
  5. Set a user name and password for your external auditor. Then, click on Next.
  6. Choose External Accountant and click on Next
  7. Select Yes to confirm.
  8. Click on Finish.

I've added some screenshots to help you with the process. To learn more about this feature, here's a great article that will help out: QuickBooks Desktop Users and Restrictions.

As a reference, you can also check out these articles about creating an Accountant's copy file:

That should do it. Keep me posted if you have further questions. I'll be here to answer them. Take care and have a wonderful day!

Was this answer helpful? Yes No
Original
IntuitJane , Community Support Specialist
Employee SuperUser

No answers have been posted

More Actions

People come to QuickBooks Learn & Support for help and answers—we want to let them know that we're here to listen and share our knowledge. We do that with the style and format of our responses. Here are five guidelines:

  1. Keep it conversational. When answering questions, write like you speak. Imagine you're explaining something to a trusted friend, using simple, everyday language. Avoid jargon and technical terms when possible. When no other word will do, explain technical terms in plain English.
  2. Be clear and state the answer right up front. Ask yourself what specific information the person really needs and then provide it. Stick to the topic and avoid unnecessary details. Break information down into a numbered or bulleted list and highlight the most important details in bold.
  3. Be concise. Aim for no more than two short sentences in a paragraph, and try to keep paragraphs to two lines. A wall of text can look intimidating and many won't read it, so break it up. It's okay to link to other resources for more details, but avoid giving answers that contain little more than a link.
  4. Be a good listener. When people post very general questions, take a second to try to understand what they're really looking for. Then, provide a response that guides them to the best possible outcome.
  5. Be encouraging and positive. Look for ways to eliminate uncertainty by anticipating people's concerns. Make it apparent that we really like helping them achieve positive outcomes.

Select a file to attach:

Qb community
Looking for advice from other business owners?

Visit our QuickBooks Community site.