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How To Backup Your QuickBooks Data Files

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Creating backups for your QuickBooks file on a regular basis is extremely important. Backups are the copies of your QuickBooks data just in case something happens to your data. It is a snapshot of your data file whatever you have entered until the backup date.

Why is Backup in QuickBooks important?

The QuickBooks data file describes all your business financial and accounting details and you very surely don’t want to lose the data file.

If unfortunately, you lose data file of your company, this means you don’t know how much money you have, you don’t have any idea whether you are making or losing money and for the same, you won’t be able to easily or accurately prepare for your annual tax returns.

So, in order to keep your company data safe and to remain away from any consequences of data loss the only solution is to have a backup of your data files.

What does a QuickBooks Backup save?

A backup file saves all your transactions, program settings, names as well as all the files related to the company file like templates, letters, logos and all images. It also backups the financial statements, Cash Flow, business plan. One important thing to note is to some payroll files are restricted from being backed up

Steps Describing How to Backup your QuickBooks company files

It is essential that you backup your company data on daily basis. At the end of each month, make a backup and keep it off-site. Save these monthly backups until the end of the year. At the end of the year, make a backup of the company files and keep it off-site.

Check out the different steps to keep a backup of your data file in QuickBooks.

Solution 1: Manually Back Up File

You can manually back up a company data file or you can back up a company file automatically. To manually keep the back up a company data file, you need to follow the below steps

  1. Open the QuickBooks on your computer.
  2. From the File menu, choose Back Up.
  3. Click the Back Up Company File
  4. Click the Browse button to change the filename and indicate the backup location.
  5. Click Save.
  6. Optional: Select other items in Back-Up Options
  7. Click OK.

Solution 2: Automatically Back Up File

Automatic back of data files in QuickBooks are of two types

  • Automatically back up when closing file

This method creates back up every time you close the file. You set the time frame for how often you want the QuickBooks to create the backup. In turn, QuickBooks store this backup in the QuickBooks directory in a folder named “Auto Backup”

  1. Open the QuickBooks file on your computer.
  2. From the File menu, choose Back Up.
  3. Click the Schedule a Backup
  4. Click the Automatically back up when closing data file every
  5. Enter the appropriate backup frequency.
  6. Make appropriate selections in the QuickBooks Backup
  7. Click OK
  • Schedule an unattended backup

This method lets you schedule an unattended backup. This means if you are not working on QuickBooks or on your computer, the backup file data can be saved. The backup data is only stored on a local or network hard drive. The company files need to be closed during a schedule back up.

  1. Open the QuickBooks file on your computer.
  2. From the File menu, choose Back Up.
  3. Click the Schedule Backup
  4. Click the New
  5. Make appropriate selections in the Schedule Backup
  6. Click OK to save the new schedule.

By now, at the end of this post, you should have a good idea about how to back up your crucial data files in QuickBooks. Which ones are best for you really depends on how many files you want to back up, how frequently you want to keep the back up of your data and the options of choosing back up you are comfortable with.

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