cancel
Showing results for 
Search instead for 
Did you mean: 
Highlighted
Experienced Member

QB Online Backups

Hello,

I am the IT manager of our firm and I have been tasked with making monthly backups of our clients QBO files.  This afternoon I spent a couple of hours making backups of my firms QBO files.  I went throught the process requesting a backup file and waited for the emails. 

When I start the download process, I am given the choice of 1) Converting the file for QB Desktop edition or 2) Creating a local copy. 

When you choose the 2nd option, you are left with a *.qbxml file that you can download.

I went ahead with the first option and went through the process of converting each of these files into QB Desktop company files so that the accountants can check the accuracy of the backups.

 

Even though, both choices result in downloading the *.qbxml file, from what I understand, the conversion must take place with QB Desktop open during the download process.

After doing some reading about the *.qbxml file that you get when you choose the 2nd option, (making a local copy of the online file) I cannot understand why this is even an option, if you are left with a backup file that:

1) You can not import into QB Desktop 

2) You can not use to restore your QBO.

Am I missing something?

And more importantly, if this is true, how many people are making what appear to be useless backups?

Just curious.

Solved
Best answer 01-21-2018

Accepted Solutions
Super Contributor **

Re: QB Online Backups

QBO does not let you make a local backup. 

 

The best you could do would be to ask for a QBO to desktop conversion, and then make a backup of the new desktop company.  However, going from QBO to desktop is neither easy, nor fully the same, although most of the transactions do come through ok.  Seems like a lot of work for not much benefit, if any.

If the point of having a backup for the firm is to maintain "source" info for tax returns, etc, I'd just keep a pdf of the relevant QBO reports that were used to prepare the return.  Keeping a full backup of quickbooks files for every client seems like overkill to me, especially the QBO clients.  It's just not made for that.

Just my 0.02

36 Comments
Super Contributor **

Re: QB Online Backups

QBO does not let you make a local backup. 

 

The best you could do would be to ask for a QBO to desktop conversion, and then make a backup of the new desktop company.  However, going from QBO to desktop is neither easy, nor fully the same, although most of the transactions do come through ok.  Seems like a lot of work for not much benefit, if any.

If the point of having a backup for the firm is to maintain "source" info for tax returns, etc, I'd just keep a pdf of the relevant QBO reports that were used to prepare the return.  Keeping a full backup of quickbooks files for every client seems like overkill to me, especially the QBO clients.  It's just not made for that.

Just my 0.02

Experienced Member

Re: QB Online Backups

You can backup your QBO to QB Desktop by choosing to "export" your data.   Simply follow the instructions and use Internet Explorer (Chrome and Edge won't work).   

You will need a copy of QB Desktop and the end result is your QBO file converted for use in QB Desktop.  This is sufficient for our purposes.  I do this once per month for all of our QBO files.

There are some good reasons for making a regular backup of your QBO, especially if multiple people have access to it and are using it.  Your company's QBO file can quickly turn into a jumbled mess if your company  allows use by people who don't have much experience with QBO, like in the scenario where  someone leaves the company and is replaced by someone not as competent.   We have seen this  in situations where there are multiple bookkeepers and accountants.

With this strategy, you can go back to a point before the trouble started rather than have to start from scratch. 

Granted, you have to create a new QBO file and import the data from the desktop version, however it's better than having to start completely over.

QuickBooks Team

Re: QB Online Backups

Hello bwk_admin,


It's nice to see you in the Community again. I was wanting to take a moment to elaborate on some of the information that you shared. 

 

First, I'd like to begin by thanking you for taking the time to provide the Community the workflow that you employ for backing up your QuickBooks Online (QBO) data, as well as insight on why you feel some companies want this. I'd like to ensure that you have information about all of the options available so that your firm can get the most out of QBO.

 

Your post is correct in that a user needs to utilize Internet Explorer to export from QuickBooks Online to Desktop. I recommend the following guide as it provides detailed steps on the export process: Export Data File from QuickBooks Online to Desktop.

 

Since you mentioned the chance of a person unfamiliar with QBO or multiple bookkeepers jumbling up data for a company, I wanted to include that there are tutorials that can help a user to get acclimated with the software and get the best benefit from it. You can access these tutorials at the following link: QuickBooks Tutorials. Additionally, if you should ever suspect that a user may have done some work that was less than ideal, I recommend reviewing the Audit Log. One benefit of the Audit Log is that it can be filtered by a user so that you can review what changes were performed by them. Here's how:

 

  1. Select the Gear icon.
  2. Click Audit Log
  3. Select the Filter button at the top left of the screen.
  4. Choose the person that you'd like to review in the User section. 
  5. Apply any additional filtering that will make the review easier. 
  6. Click Apply

 

The following video is a demonstration of this process:

 

 

 

 

An alternative option that you have is to export information from QBO to Excel and I'm including a guide with instructions on how: Export QuickBooks Online Reports to Excel. Additionally, you may wish to consider an App for backup functionality. You can review them by going to the following link or by selecting Apps on the left navigation menu within QuickBooks Online: QuickBooks Online Apps

 

Lastly, I can see how additional options for backing up a QBO company could be beneficial to you and your firm. I encourage you to leave feedback, which is forwarded to the Development Team for review when determining new functionality to be added with updates. QuickBooks Online is constantly evolving, with much of this being the result of the voice of users, like yourself. You can do this from within QBO by selecting the Gear icon and selecting Feedback. I'm going to submit feedback from my side as well. 

 

Please let me know if I can be of any additional assistance. Have a wonderful rest of your day. 

Active Member

Re: QB Online Backups

DAVID SC, you could make a mint fluffing pillows.

 

My issue is when I back them up to my computer I cannot see them.  I went into control panel, unchecked "hide hidden files, blah."  Still cannot see it.  I can probably FTP it, or see if via the command prompt but if I cannot even use it, what is the point?

 

On a separate note since we are discussing backups, QBO does not offer previous restore points.....their IT person told me it is "because it is cloud based."  I was tier 3 hosting support at GoDaddy (I ran the cloud), and named employee of the year 2013.  He can sell that garbage to Oscar, I'm an adult who is educated.

 

The next problem with people who "are not as competent"  I am the third book keeper for this company.  The people before me tried to import Square over what was already done.....cannot reverse that.  I literally had to trash the entire file and start from scratch.

 

Now we cannot backup?  Really? 

 

I will be suggesting to a great number of people QuickBooks stayed in the 90's.

Established Member

Re: QB Online Backups

I want to cut to the chase regarding why I want to backup of my QuickBooks, and I never really see this addressed. As a casual users, if I spend 8 hours screwing up my QB, I want to simply and quickly restore my data from a previous backup. I understand the audit log, but that requires manually undoing everything that was previously done which could inadvertently lead to further errors. It's not like you can click on an audit entry (or better a selection of audit entries) and click UNDO. 

One can argue that someone like me should hire someone to do this work on my behalf, but QuickBooks is marketed towards ME, the business owner who is NOT the savvy bookkeeper. What I am requesting, and the reason behind the request, is standard practice for almost every other computer program. Why not QB online?

Established Member

Re: QB Online Backups

I want to cut to the chase regarding why I want to backup of my QuickBooks, and I never really see this addressed. As a casual users, if I spend 8 hours screwing up my QB, I want to simply and quickly restore my data from a previous backup. I understand the audit log, but that requires manually undoing everything that was previously done which could inadvertently lead to further errors. It's not like you can click on an audit entry (or better a selection of audit entries) and click UNDO. 

One can argue that someone like me should hire someone to do this work on my behalf, but QuickBooks is marketed towards ME, the business owner who is NOT the savvy bookkeeper. What I am requesting, and the reason behind the request, is standard practice for almost every other computer program ranging from Word processors to video editing software. Why not QB online?

Established Member

Re: QB Online Backups

I want to cut to the chase regarding why I want to backup of my QuickBooks, and I never really see this addressed. As a casual users, if I spend 8 hours screwing up my QB, I want to simply and quickly restore my data from a previous backup. I understand the audit log, but that requires manually undoing everything that was previously done which could inadvertently lead to further errors. It's not like you can click on an audit entry (or better a selection of audit entries) and click UNDO. 

One can argue that someone like me should hire someone to do this work on my behalf, but QuickBooks is marketed towards ME, the business owner who is NOT the savvy bookkeeper. What I am requesting, and the reason behind the request, is standard practice for almost every other computer program. Why not QB online?

QuickBooks Team

Re: QB Online Backups

Hello there, @lamontf.

 

Making sure our software meets your business needs is my priority. QuickBooks Online is designed to be a one-stop-shop for business owners to achieve a better work/life balance.

 

Indeed, the ability to create a back-up copy of your data on your own and restore it at any point would be a great addition to the features of QuickBooks Online. Aside from reviewing your audit log and manually adding those deleted information one by one, you can export and import information to your QuickBooks Online account. This would be very helpful and save a lot of time if you’re trying to re-enter a lot of transactions.

 

Here’s how you can export data:

  1. Go to Gear icon.
  2. Choose Export Data.
  3. In the export window, you’ll see a list of reports you can customize and download.
  4. Click Export Data.

You’ll see a zip file in your downloads folder that contains your downloaded data on an excel file type. 

 

On the other hand, you can check for a supported third-party application that offers the ability to back up and restore your QuickBooks Online data. 

 

If you have ideas, feedbacks and feature requests for ways so QuickBooks Online can be more efficient and effective in catering your business needs, feel free to share it with us. Here’s how:

  1. Click the Gear icon.
  2. Select Feedback.
  3. Type in  your comments or product suggestions.
  4. Choose Next.
  5. Click Send Message.

Don’t hesitate to leave a comment below if you have follow-up questions about creating a back-up copy of your data. I’m always here to help.

Established Community Backer ***

Re: QB Online Backups

Lamontf, I have never used this and don't really know anyone who has, but if a QBO backup is important to you you might want to check out https://www.chronobooks.com/

QuickBooks Team

Re: QB Online Backups

Allow me to join the thread, lamontf.

 

Yes, as mentioned above, you may need to check/look for a third party app that offers the ability to back up and restore your QuickBooks Online data or you may check the option provided by Lexiesmemere.

 

For now, you may keep the reports manually or export the reports and save it to your personal folder.

 

As always, you may send your product suggestions/requests straight to our product developers/engineers following the steps provided by our colleague Juviel.

 

Feel free to visit the Community space if you have any other future concerns. Have a good day ahead!

Established Member

Re: QB Online Backups and why you need them!

QBO was recently hacked in Dec 2018 and ALL of my income entries were deleted systematically, as well as some expenses. They all had to be re-entered manually (over 1000 transactions)!! Ive been using QBO for 15 years and never have that problem, but it's a different world now. Hackers target small businesses, and with all of the syncing of 3rd party apps and bank accounts, there is vulnerability. The other issue is that QBO backups require the use of internet explorer ONLY, really? that is one of the most unstable browsers...thats a real problem. QBO advisers just reply with "Your audit log shows that you deleted those entries, after reconcile")....the whole year deleted on Dec 7th 2018.....ummm, nobody benefits from this displacement except hackers. QBO is now a use at your own risk platform...BEWARE. They carry ZERO liability and NO BACKUPS of your info that can be restored, unless its a catastrophic event on there end. Good luck challenging that one. I did get them to admit to having server issues in Dec 2018, but they can not restore thousands of users on a on-call basis, do to errors, as they told me. Apparently what is catastrophic to me is not catastrophic to QBO

Experienced Member

Re: QB Online Backups and why you need them!

Thanks for illustrating the real world so many seem to be disconnected from. Yes the cloud may be highly secure and redundant and yes you can use audit trails and JE's to fix things, but it is so much easier just to restore a recent backup. And when an employee or accountant makes significant errors or tries something en masse that doesn't go well it can take significant amounts of time to turn back a clock that would potentially take only minutes on desktop version. Cloud based programs often offer versioning I find it astounding that QB and others don't make some provision. At the very least open up the full API so third party vendors can provide a complete solution. As a longtime desktop user this is the main issue that keeps me from wholeheartedly recommending. BTW as current backup solutions go Chronos seems to work well. Come on QB give us a real solution.

Experienced Member

Re: QB Online Backups and why you need them!

Thanks @guitarrmi for illustrating the real world so many seem to be disconnected from. Yes the cloud may be highly secure and redundant and yes you can use audit trails and JE's to fix things, but it is so much easier just to restore a recent backup. And when an employee or accountant makes significant errors or tries something en masse that doesn't go well it can take significant amounts of time to turn back a clock that would potentially take only minutes on desktop version. Cloud based programs often offer versioning I find it astounding that QB and others don't make some provision. At the very least open up the full API so third party vendors can provide a complete solution. As a longtime desktop user this is the main issue that keeps me from wholeheartedly recommending. BTW as current backup solutions go Chronos seems to work well. Come on QB give us a real solution.
QuickBooks Team

Re: QB Online Backups and why you need them!

Greetings, 4Sparky.

 

First and foremost, I'd like to thank you and guitarrmi for sharing feedback regarding this matter. I want you to know that your voice matters and I completely agree with what both of you said. There should be a more secure and seamless way to use QuickBooks Online.

 

This isn't the impression that I'd like for you to be left with. The updates and changes to QuickBooks are largely the results of feedback provided by users, just like yourself. That said, I'm making it my top priority that your feedback reaches our engineers and make them understand the urgency of this matter. After all, enhancements and improvements to QuickBooks functionalities are largely the results of feedback provided by users.

 

Please don't hesitate to touch base with me here in the Community if there's anything else I can do for you. I assure you that I'll do my best to help you out.

Established Member

Re: QB Online Backups

 
Established Member

Re: QB Online Backups


@bwk_admin wrote:

Hello,

I am the IT manager of our firm and I have been tasked with making monthly backups of our clients QBO files.  This afternoon I spent a couple of hours making backups of my firms QBO files.  I went throught the process requesting a backup file and waited for the emails. 

When I start the download process, I am given the choice of 1) Converting the file for QB Desktop edition or 2) Creating a local copy. 

When you choose the 2nd option, you are left with a *.qbxml file that you can download.

I went ahead with the first option and went through the process of converting each of these files into QB Desktop company files so that the accountants can check the accuracy of the backups.

 

Even though, both choices result in downloading the *.qbxml file, from what I understand, the conversion must take place with QB Desktop open during the download process.

After doing some reading about the *.qbxml file that you get when you choose the 2nd option, (making a local copy of the online file) I cannot understand why this is even an option, if you are left with a backup file that:

1) You can not import into QB Desktop 

2) You can not use to restore your QBO.

Am I missing something?

And more importantly, if this is true, how many people are making what appear to be useless backups?

Just curious.


 

Moderator

Re: QB Online Backups

Hello, polarcontainer.

Let me share with you some insights about online backups in QuickBooks Online.

 

Backing up your QuickBooks file locally isn't currently offered in QuickBooks Online. as a workaround, you'll need to export your data file. While this option isn't available, I'd suggest sharing us your insight and opinion by clicking the Gear icon and selecting Feedback. This way, our product team would know what you liked and what we can do to make it better.

 

Here's an article for your reference: https://quickbooks.intuit.com/community/Reports-and-accounting/Export-data-file-from-QuickBooks-Onli....

 

We aren't able to tell when a feature will be available. We share recent happenings and future developments on our blog. Through this, you're able to get the latest news about QuickBooks and what our Product Care Team is working on.

 

As always, you can call our dedicated team who will be happy to assist you if you need additional help with QuickBooks.

 

Our contact details can be found here along with our opening hours.

 

  1. Go to: https://help.quickbooks.intuit.com/en_US/contact.
  2. Choose your QuickBooks Product.
  3. Select your QuickBooks version.
  4. On the Contact Us page, click a topic.
  5. Click on the Get Phone Number button to see the support number.

You're always welcome to check with us if you need more help. Take care.

Established Member

Re: QB Online Backups

I did not see anyone reply to your point on trying to find the download.  I use QB Online and went through the Export to create a local copy.  It goes through a crating download file and saves the export_company.qbxml to my desktop but then I navigate to the Desktop and can't find it. 

 

Secondly, I am downloading it from QB on-line so I don't use QB Desktop so how is it that that would be required.  Purpose of downloading it is to send it to my accountant for his analysis.

Moderator

Re: QB Online Backups

Hello nmaguire2000,

 

As what my colleagues said, QuickBooks Online doesn't have an option to create a back up file since the system is doing it automatically. You can use this article for reference: Do I need to Back Up My Data with QuickBooks Online?.

 

Meanwhile, you can invite your accountant so they can review your data. Let me show you how:

  1. Click the Gear icon in the upper-right corner and select Manage Users.
  2. Go to the Accounting firms tab and click the Invite button.
  3. Enter the accountant's information and click Save.

Feel free to browse this article for additional details: How to Manage an Accountant User in QuickBooks Online.

 

Let me know if you need anything else.

Experienced Member

Re: QB Online Backups

There doesn't seem to be much point in replying since it is totally unworkable. Has anyone ever actually tired to restore a company rapidly in the real world from exported Excel files? It's absurd. If I were a disgruntled employee I could cause weeks or months of work. Accidentally import to the wrong account? Make an accidental batch delete on and on. It is great QBO provides reliable and secure access but if it is to information that at a point in time became seriously screwed up it is alot simpler to revert. Rewind IO and Chrono Books clearly get the issue and each provide a valuable backup solution (to the extent allowed by QBO API 3rd party access) but it is a shame the programs authors don't seem to grasp the real world value not just of data security and availability but generational accessibility and reversion. In small business, errors, trials and sometimes both frequently occur.

Experienced Member

Re: QB Online Backups

Well said. Hard to imagine that QBO understands the SMB market so badly but nevertheless you got nothing practically workable native to QBO. Look at RevindIO which lets you revert individual transactions or on request a full restore and/or Chronobooks which can only do a full restore. At least you can get a taste of what you are expecting.

Experienced Member

Re: QB Online Backups

How many users requesting a backup solution does it take for the QB engineers to just start building the backup that users want?

 

QuickBooks Team

Re: QB Online Backups

Thank you for joining this thread, mehlsl.

 

We do our best to review and implement all requests but have to focus on those that have the largest impact. This request is being reviewed for consideration to future releases of QuickBooks. As we have new and relevant information, we will communicate that out.

 

Although we don't have a specific time frame as to when and how this will be implemented upon, rest assured that this is being looked into. On your behalf, I'll be sending feedback as well based on this interaction to the Management Team.

 

Thank you for reaching out to us here, and please let me know if there's anything else I can do to help.

Active Member

Re: QB Online Backups

Interesting thread.

I'm integrating an inventory management system that interfaces with QBO. I'm sort of terrified of pressing that sync button without knowing all the ramifications. I'd hate for it to put a lot of unneeded COG entries, product sync info, and/or customers updates etc that make my QBO file unusable. So at this time, I'm just going to export QBO before doing this. Ultimately, I wish there was some means of reverting to a save point that I create with all my QBO info. e.g. push create backup button, and then to be able to select the backup that I'd like to restore to if everything goes to...