Retrieving Desktop Online back up

Hi there, rcwurts! I'm here to help.

We can retrieve the QuickBooks Desktop (QBDT) company file online backup. However, for your accountant to review your financial data, we either have to send an Accountant's copy or set them up as an External Accountant user, if you have not yet added them.

First, if you have used Intuit Data Protect (IDP) to back up your files, each backup will be stored for 45 days. This means that you will always be able to restore the most recent 45 days' worth of data if necessary. You can select to restore the most recent backup or go back and choose an earlier backup if needed. Here are the general steps:

1. Find the IDP icon (green padlock) in the Windows System Tray (typically located at the bottom right of the screen).
2. Right-click the IDP icon, then select Open Intuit Data Protect.
   
3. Select View Backup History from the Main Intuit Data Protect window.

Next, you can send your accountant a compact version of your company file to make changes to your financial data. Once the accountant makes the necessary changes, please refer to this guide: Import your accountant's changes into your company file in QuickBooks Desktop. Here are the steps to send an Accountant's copy:

1. If you use QBDT Enterprise, turn off any Advanced Inventory features you currently use. You can turn them back on as soon as you send the Accountant's Copy.
2. Go to the File menu and hover over Send Company File.
3. Hover over the Accountant's Copy and hover over Client Activities.
4. Select Send to Accountant and then Next.
5. Select Accountant's Copy and then Next.
6. Enter the dividing date. Then select Next.
7. Enter your and your accountant's email addresses.
8. Create a file password for the file. Your accountant needs this to open it.
9. When you're ready, select Send.

Alternatively, you can add your accountant as an External Accountant user in QuickBooks if you haven't added them yet. Please refer to this guide for the detailed steps in adding one: Set up an External Accountant user in QuickBooks Desktop. This way, they can access your financial data from your restored online backup without having to send an Accountant's copy.

Should you encounter company data file problems in the future, let me add this article as a guide: Fix data damage on your QuickBooks Desktop company file.

We're always here in the Community if you need further assistance restoring an online QBDT backup or sending your financial data to your accountant. We'll do our best to assist. Take care.

@rcwurts 

Is your accountant using QB Desktop 2024 Accountant edition?

Thank you for your advice.   I am rather a novice at this so I have one clarifying question if you would be so kind as to help me?

What is the Windows System Tray?  What screen, online or within my computer?  

Thank you much

rcwurts

Find the IDP icon (green padlock) in the Windows System Tray (typically located at the bottom right of the screen). Right-click the IDP icon, then select Open Intuit Data Protect.
Select View Backup History from the Main Intuit Data Protect window.

Hello rcwurts,

Thanks for reaching back out! You should see a message icon at the bottom of your computer screen close to the clock and date like the one below or one shape like a bell. Click on it to see an IDP notification that takes you to the program. 

Let me know if you were able to find it! See you soon.