You can save backup copies of your QuickBooks files to protect them against accidental data loss. Backup copies are important insurance—if you lose data for any reason, you can restore the data from your backup copy.
If your company file is synced with Intuit online services,
follow these guidelines to determine your best backup option.
Online using Intuit Data Protect
Locally to a CD, flash drive, Zip drive, or network folder
If you need to email a copy of your company file, use a portable file instead.
How you can manage local backups.
Have QuickBooks back up your company file when you close it without prompting you.
This is the simplest way to back up your files. QuickBooks will automatically back up your data when you close the company file. How often it does so depends on the number you specified.
Schedule automated daily backups to a network drive or external hard drive.
Once you set the schedule and how many backups you want to keep, you're done. Note that at the scheduled time of backup your computer must be on and the company file you want backed up must be closed (however, you can be working in another QuickBooks company file). Be sure to store your Windows password in the backup schedule so QuickBooks can run the backup for you.
Manually back up your data to a CD using Windows XP, or a CD using Windows Vista, or a USB flash drive, Zip drive, or network drive.
This gives you maximum control. You can choose the location where you want to save the backup each time you back up, or you can set these in your backup options to use as defaults. You can even have QuickBooks remind you to back up your company file each time you close it (or at whatever interval is convenient for you).
Set backup options to make managing backups easier.
You can have QuickBooks automatically add the date and time to the backup filename so you don't overwrite previous backups. You can also limit the number of backups stored in your backup folder so older backups are automatically removed when new ones are added.
What gets saved in a backup?
A backup file contains everything you need to re-create your company file and QuickBooks environment, including all of the QuickBooks files (templates, letters, logos, and images) related to your company file. QuickBooks also backs up your
Financial Statement Designer, Cash Flow Projector, Business Planner, and Loan Manager files
if you are using these features. The backup file is saved with a .qbb extension.
Note: Certain payroll forms are restricted from being backed up.
Find out more about payroll forms and backup.
CD using Windows XP
CD using Windows Vista
USB flash drive, Zip disk, or network folder
Back up when I close my company file
Back up daily or on specific days and times
Store my Windows password for scheduled backups
Set a reminder to run a backup
Set a default location for backups
Add a timestamp to the backup filename
Limit the number of backups stored in a folder
Can I back up or restore data for a specific date range?
No. QuickBooks backs up all data within a company data file.
How can I change the company file that I'm backing up?
QuickBooks backs up the company file that you're currently in when you open the backup and restore wizard. To change the company file being backed up, open that company file first and then select Save Copy or Back Up from the File menu.
Do payroll tax forms get saved with backups?
Do I have to go through the entire wizard every time I want to backup?
No. If you've backed up once before and don't need to change any of your option settings, you can click Finish in the wizard at any time to run the backup using the preexisting settings.
When do I use a backup vs. a portable company file?
Can I merge a backup into another file?
No. Backups cannot be merged.
If you need to exchange data with your accountant, consider using an Accountant's copy instead.
Update a company file from a previous version of QuickBooks
Recommended backup routine
Restore backup files
Troubleshoot a backup problem