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Intuit

Back up and restore your QuickBooks Online Advanced company (formerly ChronoBooks)

Learn how to back up your company data at specific points in time.

QuickBooks Online Advanced users can save multiple online backups of their accounting data with an external app. Backups save everything on your chart of accounts. You can set up automatic backups, one-time manual backups, and even save local copies to DropBox or Google Drive. And you can choose which backup to restore so you can always step back to where you need to be.

The Online Backup and Restore feature backs everything related to your chart of accounts. This includes:

Transaction data:

  • Invoices
  • Estimates
  • Sales receipts
  • Payments
  • Deposits
  • Bills and bill payments
  • Credit memos
  • Vendor credits
  • Journal entries
  • Purchases and purchase orders
  • Refund receipts
  • Time activities
  • Transfers

List data:

  • Accounts
  • Budgets
  • Classes
  • Currencies
  • Customers
  • Departments
  • Employees (except their SSN)
  • Items
  • Journal codes (France only)
  • Payment methods
  • Tax agencies
  • Tax codes and tax rates
  • Terms
  • Vendors (except the Tax ID field)

Other data:

  • Attachments
  • Company info
  • Entitlements
  • Exchange rates
  • Preferences

Note: Your Intuit Payroll info and inventory shrinkage and adjustments back up as journal entries.

Some data can't be backed up. Since they are non-posting, they won't affect your accounts. Your backups won't include:

  • 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, bank rules, and
  • Reconciliation reports (reports only, your reconciliations get backed up)
  • Account-based billable expenses
  • Item-based billable expenses with markup
  • Custom reports
  • Custom form templates
  • Audit log entries

Step 1: Turn on the Online Backup and Restore feature

The Online Backup and Restore feature is an external app you connect to. You need to connect your company to it before you can create backups.

  1. Sign in to the QuickBooks Online Advanced company you want to back up. Note: You must have admin rights to connect and back up a company.
  2. Go to Apps.
  3. Select My Apps.
  4. Select Launch from the Action ▼ dropdown.
  5. Select Companies from the menu.
  6. Select Add a Company or Connect to QuickBooks.
  7. Select the company you want to connect.
  8. Follow the onscreen steps and select Authorize to connect.

Step 2: Back up your accounting data

You have three backup options: continuous online backups, do a one-time manual online backup, and save a local backup to DropBox or Google.

Note: If you want to use data from existing QuickBooks Online Advanced company to start a new one, don't use a backup. Instead, follow the steps to create a copy of an existing company.

Set up continuous backups

The Online Backup and Restore feature automatically backups changes you make 5-10 minutes after you make them. It also runs daily scheduled backups. To set up continuous backups:

  1. Sign in to the Online Backup and Restore app.
  2. Select Companies from the menu.
  3. Select Enable Backup.

To turn off backups:

Important: If you currently use ChronoBooks and don't use QuickBooks Online Advanced, be careful. Turning off backups will cancel your subscription to the service. You won't be able to sign up again.
  1. Sign in to the Online Backup and Restore app.
  2. Select Companies from the menu.
  3. Select the ⚙ icon for the company you want to stop backing up.
  4. Select Disable backup.

Maybe you're in the middle of an important project and don't want to wait for a backup. No problem. You can do manual backups any time.

  1. Sign in to the Online Backup and Restore app.
  2. Select Backup from the menu.
  3. Select New Manual Backup.
  4. From the Backup Type dropdown ▼, select Incremental, Full, or Complete.

Incremental only saves changes since your last backup. Full saves everything on your chart of accounts. Complete saves everything, including your company data.

You can also save your backups to DropBox or Google Drive. First, link your accounts:

  1. Sign in to the Online Backup and Restore app.
  2. Select Local Backup from the menu.
  3. Select Link a Service.
  4. Select Link Google Drive or Link DropBox.
  5. Follow the steps from Google or DropBox to allow QuickBooks to create the backups.

To save a backup to DropBox or Google:

  1. Select Local Backup from the menu.
  2. Select New Local Backup Schedule.
  3. In the Company field, select the company you want to backup.
  4. In the Frequency field, select Once if you want to save a single backup now. You can also select Monthly, Weekly, or Daily to schedule automatic backups.
  5. In the Service section, select Dropbox or Google.
  6. When you're ready, select Create Local Backup Schedule.

Step 3: Restore your accounting data

Online Backup and Restore restores everything except:

  • Inventory history and inventory adjustments.
  • Budgets. If you need your budgets, create a local backup to export them as a CSV.
  • Tax Rates using Expense accounts (non-US only). When copying, tax rates using expense accounts will be restored in your liability accounts.Note: The missing data won't affect your chart of accounts in QuickBooks Online.

If you're copying from a non-US QuickBooks Online subscription to a US QuickBooks Online subscription, your existing tax lines convert to real transaction lines. These use a tax item or the tax account directly.

When you restore data, the Online Backup and Restore app uses your last backup to overwrite your company data. You can restore your data from a specific time or date.

Note: If you made customers, vendors, or items inactive since your last backup, the restore won't reactivate them. They'll stay inactive.

  1. Sign in to the Online Backup and Restore app.
  2. Select Restore from the menu.
  3. Select New Restore.
  4. In the Company dropdown▼, select the company you want to overwrite and restore your accounting data to.
  5. In the Restore to dropdown ▼, select the specific time and date you want to restore to. You can restore as far back as your first backup.
  6. When you're ready, select Create Restore. Then select Restore to confirm.

It takes about 5 - 10 minutes to restore your data. But depending on the amount of data you have, it can take about an hour.

Next steps: Fix issues if you migrated data from QuickBooks Desktop

Did you migrate your company from QuickBooks Desktop to QuickBooks Online Advanced? Some data may come over that isn't readable in QuickBooks Online. That also means the Online Backup and Restore feature won't save it.

This is very uncommon, but if you see an error message during the backup, select the Contact us link in the app. We'll work with you to fix the error and get the data into QuickBooks.

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