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Level 2

QB Online Backups

Hello, 

We are having an audit from an agent, and they want us to give them an electronic backup file of the Quickbooks and this must be encrypted and secure. They've been asking for an username and password.

We tried to create an standard user in our Quickbooks, using his email, but he said it does not work.

How is the best option to create this backup?

Thank you

 

9 Comments 9
Highlighted
Level 15

QB Online Backups

QBO does not have a back up at all from the user perspective. And when you close your account Intuit will only save the company data as a read only file for one year, then it is deleted - which does not help if an audit occurs in year 2 or 3.

 

Intuit backs the servers up, but can not restore your specific file from that back up,

 

The only other option would be to invite them to log in as an accountant user,

 

US Versions ONLY: Both of the QBO export options to the desktop do not work accurately, not everything is exported, inventory item types are changed with no history, payroll checks are just expense checks, and the make local copy can not be used or opened from desktop. These known problems have existed for over 8 years.
https://community.intuit.com/articles/1145409-export-limitations

 

All Versions:
The only real option to get all your data for archiving against a future audit is to have an accountant log in and print or export to excel the general journal. (Or invite yourself as the accountant, create the log in, and log in as the accountant so you can use the accountant tools.) Due to QBO's limited data handling capability that will probably have to be done in date segments. Of course that may not help in the event of an IRS audit since they have stated that the actual software data file is what they want, and an excel spreadsheet is not satisfactory.
(Note: simple start does not have a true general journal report at all.)

 

QBO data handling capability for reporting is not adequate, if there is more than 5K records it times out and reports that you have too much data. You will have to do a journal report in date range segments, like Jan-Feb, Mar-Apr, etc etc.
How many months you can span per report is a guessing game since the report can not deal with more than 5K transactions.

Highlighted
Level 2

QB Online Backups

I know within the last year I was able to make a backup copy of a client's QBO file and import it into QBs Desktop.  I am so frustrated!!!  It appears that this is no longer an option.  Rather you have to pay for a special app that can make a backup. 

 

Does anyone have any insights on this? 

Highlighted
QuickBooks Team

QB Online Backups

I'd like to add a piece of additional information, Kavon.

 

As what Rustler mentioned, you're unable to create a backup copy in QuickBooks Online. Though, you can export the data from the Online version directly to QuickBooks Desktop. You can check this article for more information: Export data file from QuickBooks Online to Desktop.

 

You can also check the article Rustler provided about export limitations.

 

If you need something, please don't hesitate to leave a comment below. 

Highlighted
Level 2

QB Online Backups

VERY frustrating!  Even the smallest business that only wants to pay for Simple Start should have the basic functionality of a backup to a Desktop File without having to pay for additional apps or upgrades!!

 

Highlighted
Level 10

QB Online Backups


@Kavon wrote:

I know within the last year I was able to make a backup copy of a client's QBO file and import it into QBs Desktop.  I am so frustrated!!!  It appears that this is no longer an option.  Rather you have to pay for a special app that can make a backup. 

 


It's not "a backup copy of a client's QBO file and import it into QBs Desktop."

It an export from QBO to Desktop.

Did you try to export to Desktop?

Highlighted
Level 2

QB Online Backups

Yes, but in Simple Start, the only option is to export lists, not transactions.  Thanks for your reply!

Highlighted
Level 10

QB Online Backups

If you go to Gear>Export, do you not see a link on the bottom left that says "
Moving to QuickBooks Desktop?
Learn more"?

 

If you click on "Learn more" then  you should see:

 


Download company data
You'll need a computer running Windows 7 with Internet Explorer 11 (32-Bit), or earlier.
Learn more

 

 

Highlighted
Level 10

QB Online Backups

Bear in mind one thing. Just one thing, people!


"You'll need a computer running Windows 7 with Internet Explorer 11 (32-Bit), or earlier."
Why is that? Does that mean Intuit prefer IE over Chrome browser? Probably not. This conversion tool from QBO to QBDT was originally developed when IE browser was very popular during that time and no Update to speak of since then. Now you know!

 

QBO_QBDT.PNG

 

QBO_QBDT2.PNG

Highlighted
Level 10

QB Online Backups

@Kavon  Correct.

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