Create A QuickBooks Desktop Company FileĀ 

The premier accounting software for all sizes of businesses is QuickBooks Desktop. QuickBooks Desktop, developed by Intuit, provides tools and capabilities for many industries. Users may simplify financial management, monitor revenue and spending, make invoices, reconcile accounts, produce reports, and prepare taxes with its broad capabilities. Companies trust QuickBooks Desktop to keep accurate financial records and make educated choices because of its user-friendly design and robust features.

QuickBooks Desktop has Pro, Premier, and Enterprise versions with distinct features and functions for different company needs. QuickBooks Desktop has the flexibility and scalability to handle finances for startups, mid-sized companies, and big enterprises.

QuickBooks Desktop lets consumers work on their financial data offline, which is a significant benefit for businesses in low-internet locations or worried about data security. The Program also allows users to customize it to meet their company requirements. From the chart of account customization to payroll choices, QuickBooks Desktop lets customers design a customized accounting system that fits their operations.

QuickBooks Desktop connects smoothly with many third-party apps and services, boosting its usefulness and usage beyond accounting. QuickBooks Desktop integrates bank data, credit card payments, and inventories to boost company productivity.

QuickBooks Desktop’s financial management system helps companies remain organized, compliant, and successful. It is a great option for organizations trying to simplify accounting and reach financial objectives because of its straightforward UI, strong features, and flexibility.

Setting Up a New Company File

Start organizing and managing your business finances by creating a QuickBooks Desktop company file. Setting up a QuickBooks Desktop company file is easy, whether you’re beginning a new business or switching accounting systems.

Start QuickBooks Desktop and choose “File” from the menu. From the dropdown menu, pick “New Company” to begin setup. QuickBooks Desktop will next prompt you to input your company’s name, address, industry, fiscal year, and tax ID number in a series of setup pages. This stage customizes your business filing and ensures tax conformity, so supply proper information.

Choose a start date for your business file, which starts QuickBooks’ financial records. This day usually starts your fiscal year or calendar year. After entering all the information, click “Create Company File” to finish the setup.

After generating the company file, you may configure options for your firm. QuickBooks Desktop lets you customize accounting techniques, invoicing preferences, payment terms, expenditure categories, payroll, and more. Review and update these parameters to customize QuickBooks Desktop to your needs.

In addition to configuring preferences, you must create business file accounts and lists. This involves making lists of customers, suppliers, and goods and a chart of accounts to manage revenue, spending, assets, and liabilities. By organizing financial data into accounts and lists, you may precisely classify transactions and provide relevant reports to track company performance.

After setting up and customizing your company file, you may record financial transactions and use QuickBooks Desktop to monitor your business finances. QuickBooks Desktop lets you track sales, pay bills, reconcile accounts, and run financial reports to keep you organized, compliant, and in control.

Customizing Your Company Preferences

Customizing QuickBooks Desktop settings lets you customize the Program for your business. You can create a customized accounting system that fits your operations by selecting accounting techniques, invoicing, payments, expenditures, payroll, and reporting.

In QuickBooks Desktop, pick “Edit” > “Preferences.” to change business preferences. This opens the Preferences window, which has a left-hand list of categories. Click a category to display and change preferences.

The accounting method, fiscal year, and reporting choices are in the Company Preferences, which you should change first. Choose your fiscal year start date, cash or accrual accounting method, and financial statement and report defaults here.

In Sales and Customers, you may modify sales transaction preferences, including invoicing, payment periods, and sales tax. You may also choose between estimates and quotations, define default invoice and sales receipt wording, and customize sales tax settings depending on your region and tax responsibilities.

In the Expenses and Vendors tab, you may specify bill payment periods, expenditure categories, and purchase order choices. You may configure default spending tracking parameters such as account numbers, classifications, and locations.

QuickBooks Desktop lets you set payroll and employee parameters under the Payroll and Employees area. Here, you can set payroll tax preferences, employee payroll data, and other payroll options for precise and compliant payroll processing.

QuickBooks Desktop also lets you personalize banking, reports and graphs, reminders, and numerous currencies to match your company’s needs.

QuickBooks Desktop lets you customize corporate settings to expedite processes, boost productivity, and help you make intelligent business choices. To ensure QuickBooks Desktop meets your changing requirements, evaluate and update options often.

Adding Accounts and Lists

Adding accounts and lists in QuickBooks Desktop is crucial to setting up your business file and managing financial data. Accounts manage revenue, costs, assets, and obligations, while lists contain customers, suppliers, goods, and other business contacts.

Click “Lists” > “Chart of Accounts. to add accounts in QuickBooks Desktop. This opens the Chart of Accounts window, where you may see and add accounts. Select “New” from the “Account” selection to create a new account. Bank, income, cost, asset, liability, equity, or other account types must be specified. You may also include the account name, description, and number if needed. Click “Save & Close” to add the account to your chart of accounts after entering the details.

QuickBooks Desktop requires lists for accounts, customers, suppliers, and objects. Go to “Customers” or “Vendors” and pick “Customer Center” or “Vendor Center.” to add another customer or vendor. To add a client or vendor, click “New client” or “New Vendor”. You must input the entity’s name, contact information, and billing information. From the “Lists” menu, choose “Item List.” to add an item. Click “New” from the “Item” dropdown to add a new item. You must indicate the item type: inventory, non-inventory, service, or other. The item name, description, and price may be added.

Add accounts and lists in QuickBooks Desktop to organize financial data, making it more straightforward to manage transactions, produce reports, and assess company performance. Because accounts and lists constitute the backbone of your business file and ensure financial record integrity, take the time to set them up correctly.

Entering Opening Balances

Entering opening balances in QuickBooks Desktop is essential to setting up your business file and maintaining correct financial records. Opening balances are your accounts’ balances at the start of your business file and form the basis of your financial reports and statements.

Steps to input QuickBooks Desktop opening balances:

  1. Open the “Company” menu and choose “Chart of Accounts.” The Chart of Accounts pane displays all corporate file accounts.
  2. Double-click the account to enter a starting balance. Open the account register to see and amend transactions.
  3. Find the opening balance transaction in the account register. This transaction should reflect the account balance as of the commencement date of your business filing.
  4. To make an opening balance transaction, click “Transaction” and pick “Opening Balance.” Enter the opening balance and any other data, such as the transaction date and source. Then, click “Save & Close” to save the starting balance transaction.

Repeat these procedures for each chart of accounts account that needs a starting balance. After inputting opening balances for all necessary accounts, your company file will be correctly set up, and you may enter transactions and use QuickBooks Desktop to monitor your business finances.

Correctly entering opening balances prevents financial record inconsistencies. To ensure correctness, reconcile opening balances with your old accounting system or financial statements. By entering opening balances appropriately, you can protect your QuickBooks Desktop financial data and make smart company choices.

Importing Data (Optional)

Importing data into QuickBooks Desktop is optional but saves time by eliminating manual data input. QuickBooks Desktop can import data from Excel, CSV, and QBO, enabling you to move data from other accounting systems, spreadsheets, or other sources.

Steps to import data into QuickBooks Desktop:

  1. Preparing data in the correct format ensures it satisfies QuickBooks’ import criteria. For QuickBooks compatibility, you should sort imported data into columns and formats.
  2. Step 2: Select “Utilities” > “Import” > “Excel Files” or “CSV Files,” depending on file type, from the “File” menu.
  3. Follow the on-screen directions to pick and import the desired file. QuickBooks Desktop guides you through the import process, mapping data file fields to QuickBooks fields.
  4. Verify imported data for quality and completeness. To import data accurately, you may need to make modifications or edits depending on file size and complexity.
  5. After importing data, use QuickBooks Desktop to reconcile transactions, generate reports, and analyze financial performance.

Importing data into QuickBooks Desktop is a quick method to add information to your business file, but always check imported data for correctness and consistency. Poorly imported data might cause financial record problems and compromise your accounting system. Check imported data and make any required revisions to guarantee accurate and trustworthy financial data.

Backing Up Your Company File

Backup your QuickBooks Desktop company file to secure your financial data and maintain business continuity in the case of hardware failure, data loss, or other unanticipated events. QuickBooks Desktop’s built-in backup and restoration feature lets you generate frequent backups of your business files and store them securely.

Steps to back up QuickBooks Desktop corporate file:

  1. Click “File” > “Back Up Company” > “Create Local Backup.” The Create Backup box lets you choose backup preferences.
  2. Select “Local Backup” and click “Next” to start. Choose an external hard disk, USB flash drive, or network device to store the backup file.
  3. Add backup options, such as verifying the file or adding the date and time to the filename. Regular automated backups may also be scheduled to protect your data without human involvement.
  4. Click “Save” to begin the backup. QuickBooks Desktop will back up your business file to the selected location. Depending on your firm’s file size and computer performance, the backup procedure may take several minutes.
  5. Store the backup file in a safe area, such as an offsite facility, cloud storage, or encrypted external drive, after completion. To guarantee you have the latest data in an emergency, store numerous backups and update them periodically.

To secure data recovery, examine your backup files occasionally in addition to maintaining regular backups. Protect your financial data and business from dangers by periodically backing up your QuickBooks Desktop company file and keeping backup files securely.


A QuickBooks Desktop corporate file is essential for managing business finances and complying with accounting rules. Follow these instructions to set up a new business file in QuickBooks Desktop, modify options, create accounts and lists, input opening balances, import data if needed, and back up your company file to secure your financial data.

QuickBooks Desktop helps startups, mid-sized companies, and large enterprises streamline accounting processes, track income and expenses, manage invoices and payments, reconcile accounts, generate reports, and make informed financial decisions. Because of its straightforward design, robust features, and vast customization choices, QuickBooks Desktop is an excellent choice for organizations that want to keep accurate financial records, simplify operations, and meet financial objectives.