How to Restore Backup Files in QuickBooks Desktop?

by James Antonio

The company file consists of important data of the company up to the date the backup was made. It is pretty essential to restore the most recent file in order to make sure that the data is safe even in case when it gets damaged or lost somehow. Restoring a backup file allows you to go back to one of your save points, if you ever run into any problems. That’s why knowing how to restore backup files in QuickBooks Desktop is really important. In this guide, you’ll learn all about the restoring of a backup file along with its importance but before let’s delve into how to backup your company data in QuickBooks.

Multiple situations when you could require to Restore Backup Files in QuickBooks Desktop

There are a number of situations that could require restoring a backup file. Few of them are listed down:

  • The company file gets damaged at certain extent which is next to impossible to fix it using the QB Verify and Rebuild Data Utility
  • If the company file trouble with any Malware or Virus attack and in case it is quite possible that all your data gets compromised
  • Accidentally deleting the company data can be one of the reasons.
Restore Backup Files in QuickBooks Desktop
Restore Backup Files in QuickBooks Desktop

Steps to Backup the Company Data in QuickBooks Desktop

  • Initially, go to the File menu and choose “Back Up Company
  • Next, select the “Backup Copy” once the new windows will opens
  • Now, pick the “Local Backup” within the next appear screen
  • Choose the location where you wish to save your file and then browse to that particular folder or location
  • You can save the backup on any local devices or browse and then save it on any external device such as a external hard drive or thumb drive
  • Moving forward to Setup Preferences
    • Choose to add the data and time of the backup file
    • Set the limit number of backups which you wish to keep at a time
    • Along with that, you can set the reminder for backing up of the company file
    • Choose the option to verify that the company data is correct when you save
      • Complete verification is suggested to you with an message
  • Next step is to make confirmation that you want to save the file on the local device by selecting Yes and then Next button
  • Choose any of the options for when do you want to save your file: “Now” or “Now and Schedule future backup
  • It is suggested you to choose the 2nd option that is “Now and Schedule future backup
  • Once done with that then you’ll be asked to schedule a backup of the file. Choose any one:
  • Set to backup when closing file a certain number of times
  • Set to backup on a schedule (recommended).

The backup process is done with this and now let’s sees the steps to restore backup files in QuickBooks Desktop.

Steps to Restore Backup Files in QuickBooks Desktop

Whenever you try to restore a backup file, you require a backup company file (.qbb) in order to generate a new company (.qbw). Make sure that your backup file is on your local hard drive before you proceed with the steps.
Along with that, download the file and save it location where it is easy to find.

  • First, go to the File menu and select Open or Restore Company option to open the restore wizard
  • Hit the Restore a backup copy (.qbb) followed by Next
  • Now, choose the local backup and then hit Next
  • The open backup copy window appears on you next screen
  • Browse the location where the backup file is saved only if required
  • Choose the backup file and click on the Open then Next button respectively
  • Save the Restore the backup file using the drop-down menu select the location to save the same
  • To end the process, choose the backup file and then Save
  • In the end, a successful message displayed on the screen.

Hopefully, this guide is helpful for you and gives you the best experience for how to restore backup files in QuickBooks Desktop. Moreover, this process also help to securely backup QB data files to a certain limits or decrease the risk of data loss.

How to do QB Online Restore Backup File via Web Restore?

If you are a QuickBooks Online user and looking to download your backup file through Web Restore utility to restore QuickBooks Backup Data, follow these steps.

● Go to the QuickBooks Online Backup Login website and enter your User ID and Password in the given fields.
● Select the Web Restore option and install the ActiveX control, if implied.
● Complete all the actions asked from the system.
● Create a new folder on your desktop or any other place in your hard drive and name it Backup.
● Click Restore and select the folder created in the above step.
● After downloading the backup file, complete the restoring process by following the steps mentioned in the last question.

What are the Errors I Face in Restoring the Backup File in QuickBooks Desktop?

There are several issues that you could face when you restore a backup company file using your backup copy. The below are the error message appears on the screen:

Restore Failed. This is an Invalid Format of a Post QuickBooks 2007 backup file
Error: Failed
Error: Restore Failed. Can’t remove the log file
This file is set to read-only. Try again with a different name

What are the different ways to fix Restore Backup Files in QuickBooks Desktop, If it Fails to Restore?

There are numerous ways to fix this issue. Few of them are:

● Delete special character from your company file
● Avoid overwriting an existing file while restoring company backup
● Use the same or new QuickBooks version while restoring the backup file
● Confirm the actual backup file
● Repair the company file
● Repair QuickBooks manually if required.

Features of Dancing Numbers for QuickBooks Desktop





How Dancing Numbers Will Help You


Dancing Numbers is SaaS-based software that can easily be integrated with your QuickBooks account. You can import, export, and delete lists or transactions from your company file. Using Dancing Numbers you can simplify and automate the process, saving time and increasing productivity. Just fill in a few fields and apply the relevant features to complete the task.

It saves your time and money that you can invest in your business. It has no human errors, works automatically, provides a user-friendly interface (easy to use and learn), and more. You can also have access to the comprehensive features set if you use it to import, export, and delete services.

Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Receive Payment
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Journal Entry
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items


Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Devices Supported

  • Windows


  • On Premise

Language Support

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Pricing Model

  • Annual Subscription

Customer Types

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Importer, Exporter & Deleter

*See our Pricing for up to 3 Company Files

$199/- Per Year

Pricing includes coverage for users
  • Services Include:
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Accountant Basic

*See our Pricing for up to 10 Company Files.

$499/- Per Year

Pricing includes coverage for users
  • Services Include:
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Accountant Pro

*See our Pricing for up to 20 Company Files.

$899/- Per Year

Pricing includes coverage for users
  • Services Include:
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  • Unlimited Users
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  • Up to 20 companies


Accountant Premium

*See our Pricing for up to 50 Company Files.

$1999/- Per Year

Pricing includes coverage for users
  • Services Include:
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  • Unlimited Users
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Frequently Asked Questions

How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

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

How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.

How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.

How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.

Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.

What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.

How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.

How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.

Get Support

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