create read only back up file for external auditor


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!

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IntuitJane , Community Support Specialist
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