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QuickBooks File Manager
What is QuickBooks File Manager?
It is a standalone application that can be accessed as an icon from your desktop or from the Accountant menu in QuickBooks accountant editions.
It is part of QuickBooks Accountant and QuickBooks Enterprise Accountant.
It stores company files and their usernames + passwords, in a secure environment.
It allows you to import your client's QuickBooks files.
It allows for easy upgrades between versions of QuickBooks.
The Password Vault of the QuickBooks File Manager can be used to manage the complex passwords that many files now require.
If the same list of files and their login/password is needed on multiple computers, the File Manager backup can be used, and restored on other computers.
Look for more below and
What can you do in QuickBooks File Manager?
Build a client list that creates a virtual view of your hard drive, groups clients’ QuickBooks files by type, and contains locations of clients’ company files.
Save login information for your clients; QuickBooks files in the Password Vault lets you open a client's file from the client list and without looking up the login information.
Upgrade multiple clients’ QuickBooks files to the latest version of QuickBooks in a batch.
Create Groups of clients that you define.
Three ways to start QuickBooks File Manager
menu inside QuickBooks, select
, click the QuickBooks File Manager icon.
menu on Windows. Go to
Access the lastest QuickBooks File Manager installed.
How does it work?
It organizes client folders and companies in a user friendly directory that is based off the user’s original orientation.
It groups all the company files for each client into their particular format (.QBW, .QBB, .QBA, and .QBM) for ease of organization.
It remembers the username and password for each file for easy opening of the file when selecting to open the file from File Manager.
How to import QuickBooks files?
QuickBooks File Manager
Update clients list
From my folder names and structure
Select this option if you have already organized the company files and folders into a format to your liking.
Import “From QuickBooks file names”
Select this option if you have not organized your files and folders and you want the File Manager to scan your computer and import the files.
It will also name the files the same as how they are named on your PC or network.
You can also drag and drop the files from Windows File Explorer into File Manager.
Manage and Merge client folders
You can view your grouped clients into preferred groups based off of your clients.
Quickbooks File Manager automatically groups the files by year in the “Groups” drop down.
You can manage your groups by going to
Delete Current group
when a group is selected.
You may also search your clients by any specified term with the search option.
You can merge client folders by selecting both folders > right click then Merge selected clients.
It groups all the files form all folders that were merged, resulting in no lost files.
You may also manage the client folders and files from the Files drop down.
When a client is selected from the client list, information will populate in the “Files” section to the right. After a file has been opened thru the File Manager, file information will populate in the “Information” tab that is to the right of the “Files tab”
Open the company file from File Manager
You can open a file by double clicking on the file, or by
Open in QuickBooks
Two files can also be opened at once through the file manager (when using the accountant edition.)
You may also convert/ restore files from,
Restore to QBW
Convert to QBA
The Password vault saves your username and password for any company file you have.
You can manage your saved passwords by going to Password Vault.
This will request for a confirmation.
You may also manage your Password vault login info from
Change Password Vault
Password vault requires the user to create a user name and password for the password vault for it to be secure, before adding client files to the Password Vault.
Batch upgrade greatly reduces the time of upgrading company files by upgrading all selected files at once.
You can batch upgrade files by going to
> Upgrade selected files.
You’ll be able to view all unsuccessful upgrades within this window by selecting List unsuccessful Upgrades.
File Manager backup
File manager has an available backup system that saves your settings and directories so in the event of data loss, it can be restored to the most recent backup just as you left it.
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