How To Take Backup of Company File in QuickBooks Desktop (Create, And Restore)

Last Updated on February 10, 2021 by Editorial Team

QuickBooks Desktop contains many company files which store company data as well as the financial data which are very important and the loss of these file data can cause a great loss to the company. So, a backup should be contained for all these files so that if in case some causes occurred and due to which data is lost at that time backup of the files will be used.

Methods to Create the Backup of the Company File

Backup files mean you are storing your files safely for further use if your QuickBooks creates any problem because of which you lost all your files. The backup includes your accounting data, templates, letters, logos, images, and all the other related files like QuickBooks statement writer, cash flow projectors, business planner as well as loan manager. There are two types by which you can do full backup easily. They are scheduled automatically, backup is done or the manual backup is done. But if you don’t want to take full backup then you can create a portable company file.

Procedure to Create Full Backup of the Company File

There are two ways by which a full backup of the QuickBooks company file can be taken. They are backup can be taken manually and backup can be taken automatically.

Steps to Create the Company File Backups Manually

If you want to do a backup of the company file according to or as per your requirement then you can follow the steps which are discussed below:

  • Firstly, you need to open QuickBooks and then you have to go to the File menu.
  • Then you have to click on the switch to single-user mode.
  • After this, you have to go to the File menu again and then drift over to the backup company. Now, you have to click on the create a local backup.
  • In this step, you need to go to the windows and then you have to click on the local backup and then click on next.
  • Now, you have to go to the local backup only section where you have to click on the browser, and then choose the location for saving the backup of your company file.
  • Then you have to enter or set the number of back-ups the files you want to keep which is optional. (You can use the online and local backup section for setting the remainder for your backups.)
  • After this, you have to run a test for testing if your backup files are in good shape before you are saving them.
  • Now when you will be testing your files you are ready to save them and click on ok.
  • At last, you have to click on the save it now option, and then you can click on next.

You should know that QuickBooks creates a single backup company file. When it will get dome you will be receiving a confirmation message that you have successfully created a backup file.

Steps to Create the Scheduled Automatic Backups

If you don’t want to make or create a backup manually then you can schedule your backup and it will automatically be creating backups on your scheduled time. For this you can follow the steps discussed:

  • Firstly, you need to open QuickBooks and then you have to go to the File menu.
  • Then click on the switch for changing in single user mode.
  • After this, you have to go to the File menu again and then drift over to the backup company. Now, you have to click on the create a local backup.
  • In this step, you need to go to the windows and then you have to click on the local backup and then click on next.
  • Now, you have to go to the local backup only section where you have to click on the browser, and then choose the location for saving the backup of your company file.
  • Then you have to enter or set the number of backup files you want to keep which is optional. (You can use the online and local backup section for setting the remainder for your backups.)
  • After this, you have to go to the online and backup section, where you have to click on the complete verification. Then you have to run a test which is for checking that your backup files which you have taken are in good shape before you are saving them.
  • Now when you will be testing your files you are ready to save them and click on ok.
  • In this step, you have to click on the save it now option and then schedule the future backups and lastly click on next. But if you don’t want to save the backups now then you have to click on only schedule future backups.
  • Now, you have to click on the save backup copy automatically when you will be closing your company file checkbox. And then you have to click on the number of times between backups.
  • After this, you need to create a schedule, so for that click on new. Then fill out all the data fields for creating a backup schedule. Then you can set a specific time or day of the week for taking backups.
  • When you have set the schedule, then you have to click on ok. Now, QuickBooks will be asking you for entering your Windows sign-in password. And this will be providing the QuickBooks permission for running the scheduled file backup.
  • At last, when you have set the date or time for the backup of files and created a backup, you need to click on the finish option.

You should know that QuickBooks creates a single backup company file and schedules your future backups at the same time. When it will get dome you will be receiving a confirmation message that you have successfully created a backup file.

Steps for Creating Backups for your Payroll Forms

QuickBooks will not be taking the Payroll forms backup automatically. You need to take it manually in some ways. Even you are able to print the copies and also save them on your hard drive. But if you are using the QuickBooks Enhanced Payroll, then you are able to save them in a PDF.

But if you want your accountant to edit your Payroll tax forms that you have started, then you have to send the folder which will be containing all your saved Payroll forms.

  • Firstly, you need to open the window start menu.
  • Then, search for a file explorer and then click on it to open it.
  • In this step, you have to browse your computer for this folder as [your company name] tax forms. And this folder will be having all your Payroll data.
  • Now, you have to save the entire folder and then send it to your accountant. Now you require to send them your backups of the company file which you have made.
  • After this, your accountant is required to put the tax forms folder in the same folder as your company file after they have restored it.
  • At last, when they will be reviewing, you have to ask them to copy and also send the tax forms folder backup to you. You need to follow the same steps on your computer to open the updated forms.

Procedure for Not Taking Full Backup of the Company File

If you don’t need the full backup and just want to move your accounting data then you can create the portable company file.

Steps For Creating the Portable Company file

For creating the portable company file you need to follow the steps which are discussed below:

  • First, you have to open the QuickBooks and then you need to log in as an admin.
  • Now, you need to go to the File menu, and then from there, you have to click on the creative copy.
  • In this step, you have to click on the portable company file and then click on next.
  • After this, you have to give your portable company file a unique name according to your choice. Then this will be making it easy to tell apart from the regular company file.
  • Now, you need to select the location for saving your portable company file so that you can easily find out where you have saved the file such as Windows desktop.
  • At last, you will be ready and then click on the save option and lastly click on ok.

How to Adjust your Backup Settings

If you want to see that at last on which date or time you have done backups of your company file then you have to:

  • First, you have to go to the File menu.
  • Then you have to drift over the backup company. ( There you will be able to see the date and time at the top menu).

But if you wanted to change the backup preferences then follow the steps which are discussed below:

  • First, you have to go to the File menu.
  • Then you have to drift over the backup company.
  • After this, you have to click on the options which are present at the bottom of the page.
  • At last, you can make the changes which you want to make and then click on ok.

How can you Restore Backup Settings in QuickBooks

When you will be having the backup of the company file, then you need to restore your company file. This file will be containing a .qbb extension which is at the end of the file name. Here are the steps for restoring backup settings in QuickBooks are:

  • First, you have to open QuickBooks, then you have to go to the File menu, and then you have to click on the open or restore company.
  • After this, you have to click on the restore a backup copy and then click on next.
  • Now, you need to click on the local backup and then click on next.
  • In this step, you need to browse your computer for your backup company file and it should look like [your company name].qbb.
  • After this, you need to click on a folder for deciding where to save your restored company file and then click on open. (But if you are opening the backup in the same folder as your existing company file, then you may have to overwrite your data. To avoid this overwriting, you have to rename your existing company file or you can backup it by making its name unique. Even you can save the backup in a completely separate folder.)
  • At last, when you get ready you have to click on the save option. But if you are watching any message about possibly overwriting your data, then you have to click on the option that will best fit your needs. But you don’t have to overwrite anything unless you know you want to.

Now you are having a new company file on which you are working from.

Winding Up

In the above-given article, we have discussed the method for creating a backup of your QuickBooks Desktop company file. Hope this article is helpful for you. If in case after following all the steps of this article you are facing an issue at that time you can contact QuickBooks ProAdvisor and can discuss your issue and get the best and instant solutions.

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