Backup and Restore Your QuickBooks Online Advanced Company

by James Antonio

In this article, we will discuss how we can back up and restore our QuickBooks online advanced company data for the specific time. Here we will guide you for the process along with the terms used in QuickBooks accounting software, along with the many more things. Let’s have a look at the article to understand the process.

Backup and Restore Your QuickBooks Online Advanced Company

By using QuickBooks accounting software we can simply save the several online backups files of the data with the help of external applications. These files are saved at our chart of accounts. This also give us the facility to set a computerized backup, one-time manual backup, & also permit us to save regional copies to Dropbox/Google Drive. Also, we can decide which backup we need to restore so that we can regularly have a look at it.

Before moving further, we are required to know which data gets backed up and which data not. Let’s do a small conversation around it.

What Data Gets Backed up

The online restore and backup function supports everything associated along with chart of accounts. It consists the following:

Let’s firstly talk about Transaction Data: It consists Invoices, Estimates, Sales receipts, Payments, Deposits, Bills and bill payments, Credit memos, Vendor credits, Journal entries, Purchases and purchase orders, Refund receipts, Time activities, Transfers, etc.

Secondly here let’s discuss List Data: It involves Accounts, Budget, Class, Currencies, Customers, Departments, Employees (except their SSN), Items, Journal codes (France only), Payment methods, Tax agencies, Tax codes and tax rates, Terms, Seller, etc.

And lastly let’s talk about Other Data: It covers Attachments, Company info, Entitlements, Exchange rates, Preferences, etc

What Data Gets does not Back up

Here we need to know that we cannot back up some data. However, as they are non posting data it will not have any impact o the account. The backups will not include the below:

Here are some below- mentioned points related to the data which cannot be backup by using the backup and restore function. As, it is non-posting items, it will not have any impact on the accounts. The backup will not include the following:

  • QuickBooks Online Payment’s information
  • Customer types and price rules
  • Delayed credits and charges
  • Recurring activities
  • Reconciliation reports
  • Account-based billable rates
  • Item-based billable expenses with markup
  • Custom reports
  • Custom form templates
  • Audit log entries

Steps to Back up & Restore the QuickBooks Online Advanced Company

Here are few steps mentioned which will assist us to Back up & Restore the QuickBooks Online Advanced Company

Step 1: Turn On The Online Backup And Restore Feature

The online backup & restore feature is an external app that you have to connect manually. One must connect the company with the application prior to create the backup.

  • Firstly, you are required to login into the QuickBooks Online software which require back up. Here is a point that to perform these steps, we need to log in with admin credentials to connect and back up the company.
  • Once the login is done, we need to go to Apps & choose My Apps.
  • After that, go to the Action
  • Dropdown & click on Launch.
  • Now click on the Companies option under the menu.
  • Select Add a Company or Connect to QuickBooks.
  • Here, now we are required to pick the company we need to connect & go with all the onscreen instructions & click on Authorize to connect.

Step 2: Back Up Your Accounting Data

In this step, here we will get 3 options for backup options, continuous online backups, do a one-time manual online backup & save a local backup to Drop box or Google. Now here we will have a look on all backups step by step in detail.

Set Up Continuous Backups:

The Online Restore and Backup function naturally backups of all the substitute that one did within few minutes of creating them. It also naturally run daily scheduled backups. We are required to follow these to set up continuous backups:

  • In first step, log in to Online Backup and Restore app.
  • Select companies from the menu list.
  • Now just click on Enable Backup.

Steps to Turn off Backups:

Kindly note that If we are still using ChronoBooks, and then you are advised not to use QuickBooks Online Advanced because turning off backups will terminate your subscription to the service. Maybe you will not be able to sign up again.

  • In first step, you are required to sign in to your Online Backup and Restore app.
  • Just click on Companies from the menu bar.
  • Select the icon for the company you desire to stop backing up.
  • Select the option of Disable backup.

Steps to Take the one-time Manual Backup

The leading benefit of this backup is that even if you are operating an important project and working in middle then, you can do manual backup anytime.

  • In step one, you are required to sign in to the Online Backup and Restore app.
  • Now, click on Backup from the menu bar.
  • After that, just click on New Manual Backup.
  • Now select Incremental, Full, or Complete from the Backup Type dropdown list.

How can we Save a Backup to Drop Box Or Google?

You can also save the backups to the cloud storage apps which is same as Drop Box or Google Drive. Follow these steps to do this:

  • In first step, you are required to sign in to your Online Backup and Restore app
  • Then, go to the menu bar, select Local Backup/restore.
  • Now look for the Company drop down and select the company you are required to overwrite and restore your accounting data to Google drive or Drop box
  • After that, under the Restore to drop down, choose the particular time and date you need to restore.
  • Choose the Create Restore option, once you are completed the above steps, after click on Restore to confirm.

The above process will take few minutes to restore all your data into drive. However, it is also depends on the quantity of data you have, if the data quantity is high, and it may take several hours also.

We hope that this article has provided the knowledge about how to Restore and Backup the QuickBooks Online Advanced Company data.


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Receive Payment
Estimate
Credit Memo/Return Receipt
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Statement Charge

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Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Check
Journal Entry
Deposit
Transfer Funds
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Credit Card Credit

Employee Transaction / List

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Employee Payroll
Wage Items

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You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


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Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

Get Support

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

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