Backing up your QuickBooks Desktop data is one of the most important things you can do to protect your business’s financial information. Having a current backup allows you to restore your data in the event of a computer crash, accidental deletion, or corruption. Follow these steps to create a complete backup of your QuickBooks Desktop company file:
1. Prepare for the Backup
- Close QuickBooks and any other open programs. Running backups while QuickBooks is open can lead to corrupted backup files.
- Make sure you know where your company file is located. The default location is C:\Users\Public\Documents\Intuit\QuickBooks\Company Files.
- Decide where you want to save the backup. We recommend saving it to an external location like a USB drive or cloud storage. Do not save it on the same hard drive as the original file.
2. Run the Backup
- Open QuickBooks Desktop and select “File” from the top menu.
- Choose “Create Copy” and select “Backup copy.”
- In the “Save Copy or Backup” window, choose a name and location to save your backup file.
- Click “Save” to begin the backup process.
3. Verify the Backup File
Once the backup is complete, verify that the file was created properly before deleting the original:
- Navigate to the folder where you saved the backup file. Confirm there is a QBB file present.
- Double-click the file to open it in QuickBooks and sign in.
- Review your Lists, Chart of Accounts, and a few transactions to ensure they were copied over accurately.
- Close the file without making any changes.
4. Schedule Automatic Backups
You can schedule QuickBooks to automatically backup your data on a recurring basis:
- Go to “Edit -> Preferences” in QuickBooks Desktop.
- Click “Backup” on the left panel and enter a backup location.
- Choose a frequency such as daily or weekly and set the time.
- Click “OK” to save the backup settings.
5. Additional Backup Tips
- Rotate drives to keep multiple copies. After backing up to one external drive, swap it out for a different drive next time.
- Store a backup copy offsite to protect against physical disasters damaging on-premise backups. Use a cloud storage service or keep a copy at a trusted location.
- Back up before installing QuickBooks updates or making major file changes in case you need to revert.
- Consider enlisting your QB Tax Advisor to assist with your backup process, especially if managing multiple company files.
Maintaining reliable QuickBooks backups ensures you can recover from data loss incidents and avoid significant business disruption. Following best practices for creating and verifying backup copies will provide peace of mind knowing your financial information is protected.