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Back up and restore your QuickBooks Online Advanced Company

SOLVEDby QuickBooks19Updated 5 days ago

Learn how to back up and restore your QuickBooks Online Advanced company.

Save a backup of your company so you always have a copy of your chart of accounts. You can also undo unwanted changes to suppliers, customers, settings, and other data if you need to.

In this article, you'll learn how to:

Note: If you want to use an existing company's data to start a new one, you can create a copy of it instead of a backup.

Find out what data you can and can’t back up

While you can back up data related to your chart of accounts, there is some data you can't back up. Here’s a list of data you can and can’t back up.

Transaction dataList dataOther data
• Invoices 
• Estimates 
• Sales 
• Receipts 
• Payments 
• Deposits
• Bills and bill payments 
• Credit memos 
• Supplier credits 
• Journal entries 
• Purchases and purchase orders 
• Refund receipts 
• Time activities 
• Transfers
• Accounts 
• Budgets 
• Classes
• Currencies 
• Customers
• Departments 
• Employees (except their SSN) 
• Items 
• Payment methods 
• Tax agencies 
• Tax codes and tax rates 
• Terms
• Suppliers (except the Tax fields)
• Attachments
• Company info 
• Entitlements 
• Exchange rates 
• Preferences 
• Intuit Payroll info backs up as journal entries 
• Inventory shrinkage and adjustments back up as journal entries

Some data can't be backed up. Since this data is non-posting, it won't affect your accounts:

  • QuickBooks Online Payments info
  • Customer types and price rules
  • Delayed credits and charges (although associated invoice are backed up)
  • Recurring transactions
  • Bank feeds and their links to transactions and bank rules
  • Reconciliation reports
  • Account-based billable expenses
  • Item-based billable expenses with markup
  • Custom reports
  • Custom form templates
  • Audit log entries

Learn what data you can’t restore

When you restore a backup, you can restore everything except:

  • Budgets - you need to export them as a CSV file.
  • Inventory - it doesn’t include the inventory history and inventory adjustments.
  • Tax rates using expense accounts - the Online Backup and Restore app restores them in your liability accounts.
  • Data backed up using the Local Backup feature - This data is saved in .cab format on your personal cloud account; Google Drive or Dropbox, for example. Restoring the data from a local backup is not supported at this time.

Turn on the Online Backup and Restore app for your data

When you turn on the Online Backup and Restore app, QuickBooks automatically backs up your data. Once it’s complete, it’ll track any changes made to your company data. Then you can restore a backup at any point in time.

  1. Go to Settings .
  2. Select Back up company.
    Note: You might need to sign in to your Intuit account to proceed.

Turn off automatic backup

If you no longer need to backup your company, here’s how to turn it off.

  1. Sign in to the QuickBooks Online Advanced company you want to back up, as an admin.
  2. Go to Settings ⚙ and select Back up company.
  3. Find the company with the automatic backup you want to turn off.
  4. Select the Action ▼ dropdown menu, then select Disable backup.

Manually create a one-time backup

Maybe you're in the middle of an important project and want to save everything. No problem. You can do a manual backup anytime. Here’s how.

  1. Sign in to the QuickBooks Online Advanced company you want to back up, as an admin.
  2. Go to Settings ⚙ and select Back up company.
    • Note: You might need to sign in with Intuit account to proceed.
  3. Select Backup from the menu.
  4. Select New Manual Backup.
  5. Select the Company you want to manually backup.
  6. From the Backup Type dropdown ▼, select Full, Incremental, or CompleteNote: The Incremental option only saves changes since your last backup. Full saves your financial data. Complete saves everything, including your company data.
  7. Select Request Backup.

Save your backups to Dropbox or Google Drive

QuickBooks Local Backup is a convenient feature that enables you to export essential business data, such as invoices, customers, and bills, to Excel. It's an excellent tool for archiving historical data that can be easily accessed and shared with external stakeholders like accountants. You can save your data to your personal Dropbox or Google Drive. 

However, it's important to note that Local Backup cannot be restored. So, while it's a great way to keep track of past records, it cannot be used to recover lost or damaged information

Connect your Google Drive or Dropbox account

  1. Go to Settings ⚙ and then select Back up company.
    • Note: You might need to sign in with Intuit account to proceed.
  2. Select Local Backup.
  3. Select Link a Service.
  4. Select Link Google Drive or Link DropBox.
  5. Follow the steps to allow QuickBooks to create the backups.

Note: Data saved using Local Backup cannot be restored using Online Backup and Restore at this time.

Restore your data from a backup

Use the backup to restore your data from a specific date and time. It may take up to an hour to restore a backup, but it usually takes much less. The fewer data the company has, the faster it takes.

Important: Don't do anything in your company while the Online Backup & Restore app restores your data. When it’s ready, you'll see a checkmark in the status. That’s when it’s safe to go back and use your company.

  1. Sign in to the QuickBooks Online Advanced company you want to restore, as an admin.
  2. Go to Settings ⚙ and select Back up company. Note: You might need to sign in with Intuit account to proceed.
  3. Select Restore, then select New Restore.
  4. From the Select the company dropdown▼, select the company you want to overwrite and restore accounting data to.
  5. From the Date field, select the date you want to restore to.
  6. From the Time dropdown , select the time you want to restore to.
  7. Enter "AGREE" in Ready to restore your backup?
  8. Select Next. If you see a list of recommended actions, follow them first. After you finish everything on the list, select Refresh to continue.
  9. Select Start Restore.

It takes about 5 - 10 minutes to restore your data. Depending on the amount of data, it can take up to an hour.

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