cancel
Showing results for 
Search instead for 
Did you mean: 
maroneysforeign
Level 1

HOW DO I BACK UP QUICKBOOKS ONLINE?

 
28 Comments
RenjolynC
QuickBooks Team

HOW DO I BACK UP QUICKBOOKS ONLINE?

Hi there, maroneysforeign.

 

You'd be glad to know that QuickBooks Online automatically backs your data up, and there's no need to save it on a flash drive or on your computer. I've got an article that provides more details about this: Do I need to back up my data with QuickBooks Online?.

 

Just in case you want to save a report or list, you can open this article for the steps: Export reports, lists, and more.

 

You can also look for a backup application that has similar features in the App Center. Go to https://apps.intuit.com/app/apps/home or click the Apps tab located in the left navigation menu.

 

Should you have other questions or concerns, please let us know. Have a good day!

Rustler
Level 15

HOW DO I BACK UP QUICKBOOKS ONLINE?

@maroneysforeign 

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

 

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 9 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.

 

Note that in the app store there is now some "backup" apps you can subscribe to, one subscription per company file.  What these do is take a "snapshot" of your QBO data so you can restore it if needed.  But in terms of a standalone back up file that you can access, or save against a future audit,  no there is none.

 

Robert_S
Level 1

HOW DO I BACK UP QUICKBOOKS ONLINE?

Frustrating...

I found FlexQuarters that has an application called QXL that will export all of the online tables/data to Excel.  We use this for backup as well as additional reporting.  This might be an option for some.

fake news
Level 1

HOW DO I BACK UP QUICKBOOKS ONLINE?

Your reply gives everybody a false sense of security.  There is no way to have a back up file for a future audit if you quit using quickbooks.  You have left out very pertinent information. Shame on you and shame on quickbooks for doing so.

rwells7722
Level 1

HOW DO I BACK UP QUICKBOOKS ONLINE?

QuickBooks Online backs up data daily so that there is no risk of data loss because of hacking or computer failure, BUT as mentioned in other comments, if you ever stop using  QuickBooks, you won't have a backup for audit purposes. Furthermore, if you ever made a significant error and need to go back to an old copy to see exactly what happened, you will not be able to have a starting point to compare against... you can only compare reports that you may have created and saved. I mostly use the Desktop version and I create backups monthly and annually just in case. Backups have saved companies several times when they did something really dumb (like changing inventory accounting methods or converting an item from non-inventory to inventory, which retroactively capitalizes all inventory to the beginning of the file). 

I would really like to have saved backup files as of specific dates so that I can find and correct such errors.

MonicaM3
Moderator

HOW DO I BACK UP QUICKBOOKS ONLINE?

Thanks for checking in with the Community @rwells7722,

 

I completely get where you’re coming from in regards to wanting backup files as of specific dates.  The process in this link could be an option for you:  Back up and restore your QuickBooks Online Advanced company (formerly ChronoBooks). I’m also passing along your feedback to our product development team for review. Your voice counts!

Do you have any other questions about QuickBooks, year-end, or anything else? I’m happy to help in any way, just let me know. I’ll be here!

LUWANA
Level 1

HOW DO I BACK UP QUICKBOOKS ONLINE?

This is a fatal flaw in the offering of this product. Moving from the desktop version I am spending more than twice as much for two companies on the essential level ($480/yr x 2 +$960) and not getting the basic feature of manually backing up to a file that can be restored for IRS audit purposes AT THE VERY LEAST is unconscionable, not to mention the other basic functionality mentioned of just being able to go back to a point in time before an error was made.

 

As my small business partner, Intuit has let me down. The IRS is asking for electronic accounting records only now. https://www.irs.gov/businesses/small-businesses-self-employed/use-of-electronic-accounting-software-...

 

The idea of having to pay for yet another plugin or app or upgrade to do the basic functionality of making a backup turns my stomach. I've been an Intuit customer for over 20 years and was excited to make this change, but the expenses are piling up starting with the less than adequate conversion from desktop to the upsells created to address basic missing functionality and features. To be able to turn back the clock takes the monthly bill to $94/mo (x12 = $1128 ) for my two subscriptions AND STILL DOESN'T GIVE ME AN IRS BACK UP OF MY BOOKS - MY BOOKS - MY DATA!!! The solution of upselling me to $150 per month (x2) for one of the very core essential bookkeeping features - books to supply the IRS incase of an audit!!!??? 

I'm truly at a loss and unfortunately actively looking for a different solution as Intuit has let me down and is holding me hostage with this "subscription" that I can not ever cancel because if I get audited the tens of thousands of dollars I've spent on accounting products and services (including intuit products) over the last 26 years will be completely worthless. Disgraceful, Intuit. Disgusting and disgraceful.

Fiat Lux - ASIA
Level 15

HOW DO I BACK UP QUICKBOOKS ONLINE?

@LUWANA 

I noticed most of online-based accounting apps don't offer any built-in backup feature yet. You may find one app offers such feature but actually they migrate the data to XLS format into your Office 365 account. Consider switching back to QB Desktop and deploy a private cloud if required. You may purchase a one time license of QBD 2021 Pro 1 user worth $299 or Premier 1 user worth $499.

Mike-rewind
Level 1

HOW DO I BACK UP QUICKBOOKS ONLINE?

I'm the CEO at Rewind - we do backups for QuickBooks Online and other SaaS applications.

 

I'd like to clarify a few things.

1. Although Intuit does have a backup, it's a backup of the entire system and cannot be used to restore data for just your file. This protects Intuit from mass data failure. It doesn't protect individual account holders from data problems.

2. You are responsible for backing up your own data. Section 6.1.a of the Intuit terms of service (https://quickbooks.intuit.com/global/terms-of-service/) states in part: "You are responsible for any lost or unrecoverable Content". (That's saying you're responsible for your data.)

3. Our company is the only backup app in the App Store that will properly protect your QBO data. You want a backup that is separate from Intuit - after all you can't backup your hard drive to your hard drive. You want your backup managed by a separate company.

 

We can also work with you to keep the backup around after you close your QBO account if you need it for future audits.

 

If you have any questions I'm happy to answer them. Online and SaaS backups are a bit confusing and it's important to know what can and can't be done if something happens to your online data.

Linda64
Level 2

HOW DO I BACK UP QUICKBOOKS ONLINE?

This is why I refuse to move my data to the cloud.  You're held hostage, and then there are storms.

StaciW
Level 2

HOW DO I BACK UP QUICKBOOKS ONLINE?

Have you tried using Rewind for back ups?

Ralph_New_Zealand
Level 1

HOW DO I BACK UP QUICKBOOKS ONLINE?

Last time I checked, Rewind was not available to subscribers here in New Zealand.

Fiat Lux - ASIA
Level 15

HOW DO I BACK UP QUICKBOOKS ONLINE?

@Ralph_New_Zealand 

Afaik, it doesn't support QBO Global version yet. Consider exporting your data to CSV/XLS as another option.

https:// transactionpro.grsm.io/qbo

 

PierceEnt
Level 2

HOW DO I BACK UP QUICKBOOKS ONLINE?

I am very confused here.  The link you posted:   Back up and restore your QuickBooks Online Advanced company (formerly ChronoBooks)  indicates that you can backup and restore.  BUT I cannot find that "backup" option in settings and I am using quickbooks online in UK.  So is that a feature that only offers to US customers?  

 

Fiat Lux - ASIA
Level 15

HOW DO I BACK UP QUICKBOOKS ONLINE?

@PierceEnt 

QBO Advanced is only available for US region.

https:// quickbooks.grsm.io/US

https:// quickbooks.grsm.io/us-promo

 

PierceEnt
Level 2

HOW DO I BACK UP QUICKBOOKS ONLINE?

So you cannot backup quickbooks on any other versions...

A bit unfair :-( 

Jim3333
Level 3

HOW DO I BACK UP QUICKBOOKS ONLINE?

Totally agree!!

I've got multiple QBO clients who want cloud-based interactivity and anxious we cannot download a functioning backup. Yes, this is basic stuff.

After over 20 years with Quickbooks, I've begun looking at alternative software out of fear. This is not a good situation at all.

Jim3333
Level 3

HOW DO I BACK UP QUICKBOOKS ONLINE?

Totally agree!!

I've got multiple QBO clients who want cloud-based interactivity and anxious we cannot download a functioning backup. Yes, this is basic stuff.

After over 20 years with Quickbooks, I've begun looking at alternative software out of fear. This is not a good situation at all.

Fiat Lux - ASIA
Level 15

HOW DO I BACK UP QUICKBOOKS ONLINE?


@Jim3333 wrote:

I've got multiple QBO clients who want cloud-based interactivity and anxious we cannot download a functioning backup. Yes, this is basic stuff.

After over 20 years with Quickbooks, I've begun looking at alternative software out of fear. This is not a good situation at all.


 

@Jim3333 

Utilize an exporter tool as a workaround.

https:// transactionpro.grsm.io/qbo

 

I have yet to find any other accounting app in the same league with QBO offering a backup feature as the basic stuff. Some of them are using a 3rd party app. 

Steve253
Level 1

HOW DO I BACK UP QUICKBOOKS ONLINE?

I guess its time to check out Xero and MYOB

Fiat Lux - ASIA
Level 15

HOW DO I BACK UP QUICKBOOKS ONLINE?

One accounting app allows you to export your complete organizational data as a single compressed file without any additional cost. The compressed file will consist of CSV files that belong to various modules of the app. Cloud based accounting apps don't store data as desktop based do (e.g QBW file on QB Desktop).

nonprofitAdmin
Level 1

HOW DO I BACK UP QUICKBOOKS ONLINE?

This is a fatal flaw in the offering of this product and absolutely unacceptable as a professional accounting product.   A nonprofit organization is subject to IRS audits and Federal Dept. Finance audits, both require electronic records.    Many grant opportunities on the federal Grants.GOV prefer or specify bookkeeping and  historical audits specifically uploaded from backup data - QB.


 Shame on Intuit for deliberately omitting a core feature as a matter of control and retention.   Retention is built by trust and Intuit has lost mine.  

We are now looking for an alternative accounting solution where we can manage, backup and restore the data which WE OWN. 

Fiat Lux - ASIA
Level 15

HOW DO I BACK UP QUICKBOOKS ONLINE?


@nonprofitAdmin wrote:

This is a fatal flaw in the offering of this product and absolutely unacceptable as a professional accounting product.   

We are now looking for an alternative accounting solution where we can manage, backup and restore the data which WE OWN. 


 

@nonprofitAdmin 

Afaik, all web based accounting apps have been struggling with this issue. The most advanced back-up feature they have is an option to bulk export all your transactions at one go instead of manually exporting them from each module. And you will face another challenge when restoring your backup data. If managing backup files is critical to your operation, using QB Desktop is a better option.

DannyFromRewind
Level 1

HOW DO I BACK UP QUICKBOOKS ONLINE?

Hi @Ralph_New_Zealand @Fiat Lux - ASIA,

 

Danny from Rewind here. Rewind is available in the QuickBooks App Stores for Canada, United States, Australia, United Kingdom, and India. Right now, it appears Intuit is working on app support for global regions:

https://quickbooks.intuit.com/learn-support/global/importing-and-exporting-data/apps-tab-disappeared...

 

The 'Find Apps' tab for Files in NZ is currently marked as being in 'Beta'. Once app integrations are enabled for your region by Intuit, Rewind will be available for download and use. I'd be happy to answer any other questions you might have about Rewind!

Sign in for the best experience
Ask questions, get answers, and join our large community of QuickBooks users.
Sign In / Sign Up

Need to get in touch?

Contact us