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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.

In QuickBooks Online Advanced, you can save online backups of your accounting data. Backups save everything on your chart of accounts. You can schedule automatic backups, do one-time manual backups, and even save copies to DropBox or Google Drive. Here's how to set everything up and restore your data you can always step back to where you need to be.

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

The Online Backup and Restore app backs everything related to your chart of accounts:

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
  • 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, 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 automatic backups

Connect to the Online Backup and Restore app from your QuickBooks Advanced company.

  1. Sign in to the QuickBooks Online Advanced company you want to back up as an admin.
  2. Go to Settings ⚙ and then select Back up company.
  3. Select Add a Company.
  4. Select the company you want to connect to.
  5. Follow the onscreen steps to connect to the app.
  6. Once your company is connected, select Enable backup.

This turns on automatic continuous, automatic backups. When you add your company file, your data is backed up automatically every 5 - 10 minutes after you make new changes. It also runs daily scheduled backups.

Important: If you currently use ChronoBooks but don't use QuickBooks Online Advanced, be careful. Turning off backups will cancel your ChronoBooks subscription. You won't be able to sign up again.
  1. Sign in to the QuickBooks Online Advanced company you want to back up as an admin.
  2. Go to Settings ⚙ and then select Back up company.
  3. Select the Action menu next to the company you want to stop backing up.
  4. Select Disable backup.

Step 2: Do manual backups or save backups to external apps

Save a one-time manual backup

Maybe you're in the middle of an important project and want to save everything. No problem. You can do manual backups anytime:

  1. Sign in to the QuickBooks Online Advanced company you want to back up as an admin.
  2. Go to Settings ⚙ and then select Back up company.
  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 Incremental, Full, 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 and schedule backups to DropBox or Google

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

  1. Sign in to the QuickBooks Online Advanced company you want to back up as an admin.
  2. Go to Settings ⚙ and then select Back up company.
  3. Select Local Backup from the menu.
  4. Select Link a Service.
  5. Select Link Google Drive or Link DropBox.
  6. Follow the steps to allow QuickBooks to create the backups.

Now you can 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 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

When you restore data, the Online Backup and Restore app can restore your data from a specific time or date.

  1. Sign in to the QuickBooks Online Advanced company you want to back up as an admin.
  2. Go to Settings ⚙ and then select Back up company.
  3. Select Restore from the menu.
  4. Select New Restore.
  5. In the Company dropdown▼, select the company you want to overwrite and restore accounting data to.
  6. In the Restore to dropdown ▼, select the time and date you want to restore to.
  7. When you're ready, select Create Restore. Then select Restore to confirm.

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

QuickBooks 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. Tax rates using expense accounts will be restored in your liability accounts. Note: The missing data won't affect your chart of accounts.

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