Connecting QuickBooks or your accountant

How to get your Aptoria books to your accountant — a read-only login, or an export of the ledger and tax figures for QuickBooks.

There are two ways to get your Aptoria numbers to your accountant, and you can use either or both. You can give your accountant a read-only login to your workspace so they pull figures directly, or you can export your ledger and tax reports and bring them into your accounting software. Both start from the same double-entry books, so the numbers reconcile either way.

The cleanest handoff is a read-only role. You invite your accountant to your workspace and give them a Viewer role, which lets them open your financial surfaces — the general ledger, income and expenses, rent roll, and the tax package — without being able to move money, edit leases, or change agent settings. There is also an Accountant role if you want them to act on financial tasks; for pure review, Viewer is the safe choice.

Because it is their own login, everything they view is attributed to them, and you can revoke access in one tap once the return is filed. Connecting your CPA covers the step-by-step for granting and removing access.

If your accountant works in QuickBooks or another package, you export from Aptoria and import there. Because Aptoria keeps a proper double-entry general ledger, the export carries income and expenses already categorized, so it lines up with the chart of accounts your bookkeeper expects rather than arriving as a raw transaction dump.

The reporting screens produce figures for review — the general ledger, income and expense summaries, and the Schedule E package — in formats you can save and share. Exact import steps depend on the destination and its accepted schema. OFX and QuickBooks Web Connect (.qbo) files can be parsed locally for format, date, amount, duplicate-ID, and unsafe-markup review. That preflight does not import, post, match, retain, or establish a QuickBooks Online API connection.