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How to Back up Quickbooks Desktop

How to Back up Quickbooks Desktop

How to Back up Quickbooks Desktop

What you need to know about QuickBooks Desktop backups

QuickBooks has been instrumental in helping businesses with their finances, payroll, bookkeeping, inventory management and more. People commonly acknowledge that QuickBooks has revolutionized the accounting industry by making it hassle-free. Because of this, it is very important to ensure the safety of any data stored on QuickBooks: should it be lost or damaged, the potential for significant losses increase. Thus, backing up or recording this information routinely is crucial for anyone using QuickBooks frequently.

This is an in-depth guide about how to backup the data files in QuickBooks desktop for your future use. It is highly recommended to read through the article till the end. Additionally, you can contact our QuickBooks support team at 1-800-986-6821 24X7. Our certified experts and experts will help you and clear all your doubts.

The portable company file can be created if you don’t need a complete backup and only want to move the accounting data. If the backup copy is compressed, you must use the restore wizard to restore the data to QuickBooks. You should not use the copy command on Windows.

Creating a Backup of the Company File in QuickBooks Desktop

When a company file is backed up, everything in the file is saved. In addition to accounting data, it saves templates, letters, logos, images, and numerous other related files. Note that payroll forms are not backed up. It is possible to back up the data either manually or automatically.

Step 1: Set up an Automatic Backup for QuickBooks

The following steps will help you take an easy backup of your data in QuickBooks and fix the QuickBooks Automatic Backup issue:

  • Switch to single-user mode from the File Menu.
  • Create a local backup by choosing Save Copy or Backup Company.
  • Once you have selected the backup copy, click Next.
  • Click on Next after selecting Options to set up the backup defaults.
    • The date and time of the backup files needed to find the files. You can also use the checkbox to limit the number of backup copies and put a cap on the number of backups created per company.
    • If I click the checkbox to reminded every time I close my company file, I will receive reminders to create backups and set a frequency.
    • Verify the data before saving the changes by clicking on options for verification. Skip this step to make the process faster, but it is recommended to enable it so as to receive alerts whenever damage is noticed in the file. Verification options include: Complete verification, Quicker verification, and No verification.
  • When the backup options window appears, click on browse and then choose a location to store the backup.
  • Select the Change Location tab or Use this Location, then click Next.
  • You can choose to save it now and schedule future backups or only schedule future backups and then tap on Next.
  • As soon as it done, you must select the option Save backup copy automatically when I close my company file every time.
  • Enter a number in the field and click Finish

Step 2: Schedule Backups in QuickBooks

Scheduled backups now required in QuickBooks, and the process is as follows:

  • When you open the file, click on Save Copy or Backup. A backup wizard will appear.
  • Click the Next tab and select Backup copy.
  • Set backup defaults by selecting options and clicking Next.
  • The next step is to click on Only schedule future backups and then Next.
  • Click on the Backup on a schedule section.
  • The schedule backup that you are creating must have a description.
  • You also need to find folders where you want to save your backups.
  • Enter a number in the Number of backup copies to keep box.
  • Then click on Store Passwords followed by Store Windows Passwords and provide the Windows login information.
  • The backup frequency, date, etc., can set.
  • Click on the option you want once you’ve made your choice.

Step 3: Reminders for QuickBooks Backups

As a result of your busy schedule, you might forget to take a backup of your QuickBooks data. To avoid such a situation, you can set QuickBooks backup reminders. Here are the steps.

  • Choose Save Copy or Backup from the File menu.
  • Click on Next after selecting the backup copy.
  • Then click on Options.
  • When you done, you will see a field asking you where to save the backup copies. Browse to the directory where you want to save them.
  • You then need to choose Remind me to backup when closing data every time and provide a number in the field as needed.
  • Add the time and date of the backup to the file name box and click OK.

Step 4: Make a Manual Backup of Your Company File

If you prefer, you can back up the company files at any time.

  • Go to the file menu and select Switch to single-user mode.
  • Go back to the file menu and hover over the backup company. Select the option to create local backups.
  • Hit the Next tab after selecting local backup.
  • Select the browse option and the location for the backup in the local backup only section.
  • Make a note that this step is not mandatory. Determine how many backups you wish to keep.
  • Setting backup reminders in the online and local backup sections is recommend.
  • Make sure the backup file is in good shape by running a test.
  • Hit the OK button now.
  • Be sure to select the save it now option and click the next button.
  • The process ends when you receive the confirmation message.

Step 5: Setting up a backup

Visit the file menu and then hover over the backup company. At the top of the menu, you’ll see the time and date when you last backed up the file.

To modify the backup preferences, follow these steps:

  • Hover over the backup company when choosing the file.
  • Next, click on the option to create a local backup.
  • Selecting options is the next step.
  • Make the necessary changes and click OK.
  • In addition, you have a backup file that you can use to restore your QuickBooks company file. This file has a .qbb extension.

If you keep your backup company files on an external device or hosting service like Box, you might have to delete them first and then restore them.

You will have to avoid replacing the existing file if QuickBooks finds a company file with the same name in the folder. If you do this, the existing file will be wipe out.

Step 6: Use Express Start Method

Using the Express start method involves the following steps:

  • Start by creating a company file and clicking on express start.
  • In QuickBooks setup, enter the necessary information.
  • You can also preset charts of accounts that QB will create based on industry later.
  • Click on the Create Company button.
  • Upon creating the company file, you should also create a chart of accounts, customers, and services. This can be done later by selecting the start working option.

Restore QuickBooks Desktop Backup Settings

You are supposed to restore QuickBooks company file, after taking the backup of the company file. The file will have an extension of .qbb. It is also necessary to transfer the backup company files to the local hard drive before restoring them if they are kept on an external device or hosting service like Box.


These are the simplest methods through which you can take automatic backups, schedule backups or set reminders to take backups of your data. In case you’re having any questions regarding the same, you can get assistance from QuickBooks support team who are available 24/7.

In order to reach out to our U.S. based accounting professionals, please call 1-800-986-6821. Because we are a nexus of highly skilled accounting professionals, you can call us anytime and get the most relevant answers to your questions!

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