Backing up QuickBooks Online data safeguards crucial financial records of business. The majority of users cannot create trustworthy backup methods. This guide provides detailed instructions for every step.
You will understand the significance of regular backups. The content has both automated and manual backup options. It assists you in selecting the method that is suitable for your business. You will be able to store backup safely for swift access.
In this guide, complete information on how to back up QuickBooks Online has been shared. Every step ensures complete authority over financial data.
Why is it Important to be able to Restore QuickBooks files?
Recovering QuickBooks Online data files is crucial for the following reasons:
• You may intend to import new data and require a recovery point.
• You may need to shift data between different QuickBooks Online accounts.
• You may require a hard copy for audits or records.
• You may wish to get the erased transactions.
• While changing the chart of accounts, you may wish to unchanged the historical data.
QuickBooks Online reflects changes immediately. Any modifications impact the history. In the absence of restore options, the chances of losing data are quite high. This is why backup and restore features are so crucial.
How to Backup QuickBooks Online Data?
Businesses can back up QuickBooks Online data in three ways. Here is the list:
1. Use the Native Backup Tool
The Backup and Restore function in QuickBooks Online Advanced provides safety to company data. It enables recovery when required. Implement the steps to use the native backup tool, depending on the interface.
For Old Interface perform these steps:
- On the homepage for Backup and Restore, choose the company.
- Now press the option “Add Company” in case the company is unlisted.
- Choose the company and press the “Next” button.
- Now press the “Connect” button. This will enable the company to be displayed in the list.
- Press the “Enable Backup” option present beside the company name.
For New Interface perform these steps:
- Using admin credentials, log in to QuickBooks Online.
- Press the gear icon and choose the option, “Back up Company”.
- Log in if you are asked to approve the backup and restore the applications.
- The dashboard starts and automatically links the company. Data is backed up every 24 hours.
- Press the option, “Run manual backup” to manually prepare a backup.
- Select the backup type, Full, Incremental, or Complete.
- Now press the “Backup” button.
QuickBooks Online conducts daily backups automatically. After the first backup is complete, QuickBooks monitors all the changes. You can restore the company file to a point before the error.
Export Backup to Google Drive
It is possible to export the backup to Google Drive. This can be done with the help of QuickBooks Online Backup and Restore app.
Here are the steps to link Google Drive:
- Log into QuickBooks Online Advanced.
- Press the gear icon.
- Choose the option, “Back up Company”.
- Head to the option, “Personal Cloud Archive”.
- Press the “Export Backup” option.
- Choose Google Drive and provide access.
Note: This setup offers offsite and automatic data security.
2. Export Data to Create a Local Backup
Companies can take a backup of QuickBooks Online data. It can be done by transferring data manually and saving it locally.
Here are the steps to Export QuickBooks Online Data:
- Log in to QuickBooks Online.
- Press the gear icon.
- Now choose the “Export Data” option present in the settings menu.
- In the Export Data screen, select a date range from the following:
- All Dates
- Last calendar quarter
- Custom Range
- This-year-to-date/Last year
- Remove any items you do not wish to add.
- Press the option, “Export to Excel”. QuickBooks saves the data as a ZIP file in the Downloads folder.
Note: This process allows you to keep a local backup for offline access.
3. Use Third-Party Cloud Backup
Compared to native methods, third-party solutions provide a complete backup of QuickBooks Online data. It is compatible with several companies and saves data in the cloud directly.
Here are steps to set up QuickBooks Online Backup with the help of a third party tool:
Note: Only the primary owner has permission to configure backups.
- Sign in to the third-party account.
- Press the “Jobs” option present in the top menu.
- Add a job name along with a description.
- Now press the “Next” button.
- Press the “Connect” option beside QuickBooks Online. It is present in the Clouds list.
- Press the option, “Connect and add QuickBooks Online Companies”.
- Log in to Intuit to verify.
- Press the option, “Start backup”.
- Choose the checkbox for “Company”.
- Now press the “Confirm” option. This will kick-start the process instantly.
How to Back Up QuickBooks Online to a Flash Drive?
To add physical security to financial data, users take a backup of QuickBooks Online data. Often, this backup is taken on a flash drive.
Here are the steps to take a backup to a flash drive:
- Sign in to the QuickBooks Online program.
- Press the Gear icon and choose the option, “Export Data”.
- Select the right data range and export settings.
- Press the “Export” button.
- In your email, QuickBooks delivers a backup download link.
- Download the company file. Now store it on your system.
- Plug a flash drive into the system.
- Copy the QuickBooks Backup file to the flash drive.
Note: This physical backup can be restored when required.
Key tips to Handle Flash Drive Backup:
- Keep the flash drive in a safe location.
- Ensure the backup is updated every month.
- Secure the flash drive with encryption to protect sensitive data.
How to Send a QuickBooks Online Backup to an Accountant?
An accountant gets access to the latest financial data after receiving the QuickBooks Online backup. Here are the steps to send the backup:
- Open the QuickBooks Online program.
- Press the “Gear icon”.
- Now click the “Account and Settings” option.
- Under the option, “Your Company”.
- Now press the option, “Send Company File”.
- Choose the option, “Accountant Copy” and add the email address of the recipient.
- Choose the most recent date for the “As of” field.
- Press the “Begin Send” option. QuickBooks will directly deliver the backup file to the accountant.
How to Resolve QuickBooks Online Backup Issues?
In some scenarios, QuickBooks Online backups fail to work. Fix it using the steps given below:
- Write down the error message and look it up in Intuit Help or Community.
- Verify that both source and destination use the same QuickBooks edition. (Essentials, Simple Start, or Plus).
- Try to restore from a different backup point. The present file is corrupted.
- Prepare a new file if required. Manually upload important transaction data.
Final Words
This guide provides complete information on how to back up QuickBooks Online. The steps given above can help recover important QuickBooks Online data during a system crash.
Still, if after reading this guide there is some confusion or query, feel free to reach out to us. Our team of certified QuickBooks professionals and experts have expertise in dealing with such issues. Call our QuickBooks support team to guide you in configuring automated backups.
Faqs about How to Backup QuickBooks Online?
Q1: What editions are present for the Restore tool and QuickBooks Online Backup?
Ans: Only for the users of QuickBooks Online Advanced edition, the QuickBooks Online Backup and Restore tool is accessible. This plan is not present in QuickBooks Essentials, Simple Start, and Plus plans. These versions need third-party solutions for automated restore and backup.
Q2: How to resolve the QuickBooks Online Backup not working issue?
Ans: When QuickBooks Online backup fails, it can be due to an unstable internet network during scheduled backups. Check the company file size and try a manual backup. Head to the backup status page of Intuit for service alerts that can trigger issues or interruptions when the backup is in progress.
Q3: What are the recommended steps for backing up QuickBooks Online data?
Ans: One of the best practices to backup QuickBooks Online data is to use a trustworthy third-party app. Other best practices include:
- Set backups to run weekly or daily.
- Every month export the key reports.
- Take a backup of company files prior to any key change or import.
- Use encryption to safely secure the backups.
- Run a test restore to confirm data can be recovered
Q4: What are the charges for QuickBooks Online data backups?
Ans: QuickBooks Online Advanced comprises backup with no additional charge. Other versions of QuickBooks need third-party services. Pricing varies based on features, backup frequency, and number of users or companies.
Q5: Why does QuickBooks scheduled backup fail to work?
Ans: Ensure that the QuickBooks software is updated and syncs properly with the operating system. Also, check the scheduled backup settings for precision. Ensure that the backup is as soon as possible to resume business operations and boost productivity.
