How to Backup QuickBooks Desktop to Secure Data Files

Securing your accounting files is very important. If you’re using a cloud system like QuickBooks, it becomes vital to know how to backup QuickBooks Desktop. Backing up is that activity that you should do daily, weekly, or monthly depending on your accounting data.

Regular backing up gives you access to the most recent copy of your crucial accounting records. In case of data loss, you can restore the last backup and continue working on it. This means you won’t lose all of your data if anything worse happens. You’ll have something saved, enforcing the rule of something is better than nothing.

Through this article, we’ll discuss the significance of QuickBooks file backups. You’ll also learn how to create a QuickBooks backup file manually or automatically on a desktop, Mac, or flash drive.

Why Backup QuickBooks File?

Strategies for disasters, threats, and other factors that can lead to potential data loss are necessary. Backing up files is one of them. Here are the details of reasons, scenarios, and considerations for creating a backup QuickBooks file:

1. Vulnerabilities in company file’s data security leading to data loss
2. Hardware failure
3. Software corruption
4. Accidentally deleting crucial files
5. Natural disasters
6. Cyberattacks

With a backup in hand, you can promptly restore your file, minimizing downtime and financial repercussions.

How to Backup Files in QuickBooks Desktop on Windows?

Here’s how to backup files in QuickBooks Desktop as a save point for your accounting data:

Step 1: Create a Backup Copy of the Company File (Scheduled or Automatic)

When you create a backup copy of the company file, you save everything. It comprises accounting data, logos, templates, images, letters, and related files (Cash Flow Projector, QuickBooks Statement Writer, Loan Manager, Business Planner).

The backup process doesn’t apply to payroll, we’ll lay down the steps for it later. Currently, let’s look into the automatic and manual processes of backing up QuickBooks company files.

Scheduling Automatic QuickBooks Company File Backups

The automatic process of backing up QuickBooks company files instead of manually is as follows:

1. Go to the QuickBooks File menu. Choose Switch to single-user mode.
2. Again, click the File menu. Take your mouse to Back Up Company, then click Create Local Backup.
   
   
3. Choose Local Backup in the subsequent window, then choose Next.
4. Select Browse in the Local Backup Only section. Now, choose the folder to back up company file in QuickBooks.
5. Choose how many backups to keep, although this is an optional step. You don’t need to add these details to your calendar. You can choose options in the Online and Local Backup sections that help set backup reminders.
6. Click Complete verification in the Online and Local Backup section. A test will run through this prompt that determines the good or bad shape of your company file.
7. Select OK once you’re ready.
8. Choose Save it now and schedule future backups. Then, click Next. If you’re not willing to save a backup now, choose the option Only schedule future backups.
   
   
9. Click the checkbox Save backup copy automatically when I close my company file. Opt for the number of times between backups.
10. Click New to create a schedule, then fill out the data fields for backup schedule creation. The schedule can be a specific time of the day, week, or month.
11. Select OK after setting the schedule. QuickBooks will request you to input your Windows sign-in password. Entering it will grant QuickBooks permission to run the backup you’ve scheduled.
12. Finally, click Finish after you’re ready to create your backup.

These steps help you create a backup now and schedule for the future. A confirmation message will show up on your screen, confirming your scheduled backups.

Manual Backing Up of Company Files

If you wish to save a backup company file to the desktop yourself, at any time, follow the steps below:

1. Choose the File menu in QuickBooks and select Switch to Single-user Mode.
2. Again, choose File, hover over Back Up Company, and click the option Create Local Backup.
3. A window appears where you must choose Local Backup, then Next.
4. Click Browse in the Local Backup Only section and choose a folder to save the backup company file.
5. Optionally, set the number of backups you’ll require. You don’t need to pencil this on your calendar. Just use the options in the Online and Local Backup sections. It will help set up backup reminders.
6. Before you save, the steps above will run a test to ensure your backup file is in perfect shape.
7. Once ready, click OK.
   
   
8. Choose Save it now, then hit Next.

QuickBooks will only create one backup company file for now and provide you with a confirmation message.

Backing Up Payroll Forms

Your payroll forms do not get backed up automatically by QuickBooks, but some steps can help. Printing copies and saving them to a hard drive is one solution. You can also save them as PDFs with QuickBooks Enhanced Payroll.

You may want your accountant to make changes to your payroll tax forms. In that case, send them the folder containing all your saved payroll forms.

1. Open the Start menu on your system.
2. Browse and open File Explorer.
3. Look up this folder on your computer: [your company name] Tax Forms. This folder stores your payroll data.
4. You need to save the entire folder and send it to your accountant. Along with it, send your backup company file.
5. Your accountant should move the Tax Forms folder to the same folder as the company file after restoring it.
6. After they’ve reviewed the data, they should copy and send the Tax Forms folder back to you. Now, through the same steps, open the updated forms on your computer.

Step 2: Adjust the Settings of your Backup

If you want to see the last backup you created of your company file, do as follows:

1. Click the File menu.
2. Hover the mouse over Back Up Company.
3. The time and date of the most recent backup would be at the top of the menu.

To change your backup preferences, do as follows:

1. Choose the file.
2. Hover the mouse over Back Up Company.
3. Click Create Local Backup.
4. Choose Options.
   
   
5. Make edits and click OK.

Step 3: Restore your Backup

Once you back up the company file to the Desktop, you can restore it. The backup file will have a .qbb extension at the end of the name of the file.

Important Note: If you have your backup company file on external devices or hosting service like Box, move the file to a local hard drive, then restore it.

Steps to Back Up QuickBooks Desktop for Mac Company File

Before we discuss the steps to back up QuickBooks Desktop for Mac company file, note the following:

• You must create a company file backup at the end of every session.
• Save the backup copy on any other device like an iCloud drive, Dropbox, or USB key.
• Your backup copies should also be saved in a place beside your work. It can be a Google Drive, Dropbox, or iCloud.

Now, let’s see the process of backing up company files in QuickBooks Desktop for Mac:

Schedule Automatic Company File Backup

1. Choose QuickBooks, then Settings.
2. Click Backup.
3. Choose your backup preference:

• • Automatically back up company files every x hours: You can select how often QuickBooks backs up your company file in a 24-hour time.

• • Automatically back up company files when closing: You can back up your files at the time of closing QuickBooks.

• • Save backup files in: Select the place where you would like to back up your QuickBooks files. Our recommendation is a different drive or machine and save it locally. In case of any issues, you can still access your backup.

• • Overwrite the last backup: Through this option, you’ll overwrite your last backup and only have the most recent one stored.

• • Encrypt files with a password: Choose Change and input a password if you want to secure your backups with a password.
    
    

• • Back up attached documents library: If you’ve added backup attachments to QuickBooks records and transactions, choose to save them.

4. Close the Backup Settings window once done.

Manual Backup of your Company File

1. Choose File in QuickBooks, then select Back Up.
2. Choose the folder to save the backup.
3. Click Start Backup.

Backup Company Files in Multi-User Mode

You’ll need to create your backups from the QuickBooks server if you’re using multi-user mode.

How to Backup QuickBooks Desktop to Flash Drive?

A flash drive or a thumb drive is a portable external storage device to store and transfer files. It’s flexible, compact, and durable. Here’s how to backup QuickBooks Desktop to a flash drive:

1. Insert the flash drive on your PC’s USB port.
2. Make sure it’s securely connected by checking it on your drives.
3. Open QuickBooks Desktop and back up your company file through the steps below:
   • Click File, then Switch to single-user mode.
     
   • Again, select File, take your mouse to Back Up Company, and select Create Local Backup.
   • Choose the Local Backup option, then select Next.
   • Click Options.
   • Now, choose Only save to flash drive as the place where you want to save the backup.
   • Click Next and Save it now.
   • Finish following the backup prompts for secure backups.
4. Give a descriptive name to the backup file and save it to the flash drive. That’s how to backup QuickBooks to thumb drive securely.
5. Run a verification process on the backup company file to ensure it’s in good shape. Select File, then Utilities > Verify Data.

Summing Up

We hope this step-wise guide on how to backup QuickBooks Desktop helps you. We’ve detailed the procedure for backing up automatically, manually, on Mac, and on a flash drive. The backup process is important because it prevents losing the entire data over an uncertain tragedy. QuickBooks Desktop makes it easy for you to store your files with a .qbb extension to restore whenever needed.

FAQs

What is QuickBooks backup file extension?

.qbb is the file extension at the end of the QuickBooks company backup file. Whenever you choose to restore or access the backup file, look for a .qbb extension. It should be in the location where you save backups.

What is the location of a QuickBooks backup file?

The usual QuickBooks backup file location is C:\Users\Public\Public Documents\Intuit\QuickBooks\Company Files. This is unless you’ve specified a distinct folder for your QuickBooks backup file. You can edit your backup preferences and select – a new folder, a thumb drive, a distinct path on the local storage, a cloud system, etc.

How to open a QuickBooks backup file?

To open or restore a QuickBooks backup file (.qbb), you’ll need to follow the steps below:

1. You may have the file backed up on an external drive like a USB or a hosting service. In that case, you should move it to the local hard drive first. Then, do the following.
2. Click File in QuickBooks. Choose Open or Restore Company.
3. Click Restore a Backup Copy. Then, select Next.
4. Choose Local Backup, then click Next.
5. Look for your company file on the computer, which should have a .qbb extension at the end of the file name.
6. Now, decide on a folder to save your restored company file. Now, click Open.
   • Note: There may be data overwrite if you open the backup in the same folder as your existing company file. To avoid data overwriting, rename the existing company file or the backup file, maintaining unique names. Else, save the backup file in any other place.
7. Once ready, click Save. Choose an option that suits your needs if you get a message about possible data overwriting. You need not overwrite if you don’t want to.

This gives you a new company file to start working from.

Does QuickBooks automatically save a backup of the company file?

You’ll have to configure your settings to schedule automatic backups. QuickBooks allows you to set the time and frequency of your company file backups. You can also choose where you want to save the company file backup.

What should I do if my QuickBooks backup fails?

If your QuickBooks backup fails, contact the expert team for assistance. Proficient QuickBooks advisors can help you determine the backup issues and resolve them swiftly.

What can I do if I’ve lost my QuickBooks data and don’t have a backup?

If you’ve lost your QuickBooks data and don’t have a backup, you can use the Auto Data Recovery tool in QuickBooks to attempt to recover your lost data.