How to Backup QuickBooks Desktop Company data file

QuickBooks Backup

Considering that all the important and sensitive information about your business’s accounting data is saved in the QuickBooks company data file, you want to be extra sure that this file does not end up corrupted or damaged. But mistakes happen and errors occur, and before you know it, you are in exactly this daunting situation.

That’s why it is crucial to create a regular backup of your QuickBooks company file. It is like a save point for all your QuickBooks accounting data and enables you to restore your data in case you ever run into unexpected problems.

Follow our step-by-step guide to learn how to create a backup of your company data file in QuickBooks Desktop – both manually and scheduled automatic backups – and how to adjust your settings afterwards.

Step-By-Step Guide for QuickBooks Backup of Company Data File

The backup of your company file is going to save all the current information like your accounting data, related files (QuickBooks Statement Writer, Business Planner, Loan Manager, Cash Flow Projector, etc.), as well as templates, logos, letters and images. However, it does not back up payroll forms. This is why we are going to show this later in a separate step.
As already mentioned above, there are two ways to backup your company file in QuickBooks Desktop – automatically and manually.

How to backup QuickBooks company file manually in QB Desktop

1. Open the File menu on your QuickBooks Desktop screen and select Switch to Single-user Mode.
2. Return to the File menu and hover your cursor over Back up Company and select Create Local Backup.
3. In the opening window, choose Local Backup and then continue with Next.
4. Now you will find a Local Backup Only section where you should select Browse. Choose where on your device you want to save the backup of your company data file.
5. An optional entry is the number of backups you want to keep in future. Furthermore, in the Online and Local Backup section, you can set reminders for dates you want to create the updated backups.
6. Now select Complete verification in the Online and Local Backup section. This will run a test to ensure that your backup file is correct before it gets saved.
7. If no error occurs, click OK, then Save it now and finish with selecting Next. Done!

How to schedule automatic company file backups in QuickBooks Desktop

1. Open the File menu and select Switch to Single-user Mode.
2. Return to the File menu and hover your cursor over Back up Company and select Create Local Backup.
3. In the opening window, choose Local Backup and then continue with Next.
4. Now you will find a Local Backup Only section where you should select Browse. Choose where on your device you want to save the backup of your company data file.
5. An optional entry is the number of backups you want to keep in future.
6. Now select Complete verification in the Online and Local Backup section. This will run a test to ensure that your backup file is correct before it gets saved.
7. If the test is error-free, select OK.
8. Go ahead and select Save it now and schedule future backups and the click on Next. In case you do not want to save the backup right now, choose Only schedule future backups.
9. In the next window you can select ‘Save backup copy automatically when I close my company file’ and the number of times between the saved backups.
10. To create your individual schedule, select New and choose from the given options, like specific timings and days of the week.

11. To run the scheduled backup, QuickBooks is going to ask you to enter your sign-in password.

12. Now you only have to click on Finish and the process is completed.

How to adjust the backup settings in QuickBooks Desktop

1. Open the File menu, hover over Back Up Company with your cursor and select Create Local Backup.
2. Now select Options, make all necessary changes and finish with clicking OK.

Tips: In case you forgot when the latest backup of your company file has been created, you just have to open the File menu, hover over Back Up Company and QuickBooks will show you the date and time of your last local backup.

If you should decide to keep your backup company files on a separate and external device or hosting service, you will have to move them to your local hard drive first before you can use it to restore your damaged company file.

Conclusion:

We hope that this article was helpful to you and that you can operate a little bit more worry-free in QuickBooks, knowing that you have a proper backup of your company data file.
Should you face any issues creating your backup file in QuickBooks Desktop, do not risk irreversible data damage or loss and contact our QuickBooks ProAdvisors for reliable and thorough support.

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