A company file is a crucial component of QuickBooks as it stores all the financial and accounting data. However, possible damages or corruption can affect the company file, or you may lose all the data forever.
To protect your data from such accidents, QuickBooks recommends that you create a backup copy of the file, which you can restore at any time. There are two methods to ‘backup QuickBooks company file‘: automatic and manual.
In this article, we will explore how to set up an automatic backup or create a manual backup in QuickBooks Desktop. Follow the guide below to ensure the company file data is protected from potential data damage or loss.
Let’s Create a Backup of the Company File in QuickBooks Desktop
In this section, we will explore the two main methods that enable you to back up a QuickBooks company file, ensuring the data is safe from potential damage, corruption, or sudden loss.
Step 1: Create a backup company file
Proceed below to learn how to create a company file backup automatically as well as manually:
a. Schedule automatic backups
Forgot to create a backup file? Automatically backup QuickBooks company file by following these steps:
- Launch QuickBooks Desktop.
- Go to File > Switch to Single-user Mode.
- Go to File again > Back up Company > Create Local Backup.
- Choose Local Backup in the window and click Next.
- Click Browse in the Local Backup Only section and select the location where you want to save the file.
- Set the number of backup copies you want to keep. (optional)
Tip: You don’t need to mark it in the calendar. Mark the options in the Online and Local Backup section to set backup reminders.
- Select Complete verification in the Online and Local Backup section.
- This runs a test to ensure the backup file is in good shape before saving.
- When all is set, hit OK.
- Click Save it now and schedule future backups > Next. Alternatively, select ‘Only schedule future backups‘ if you don’t want to save a backup now.
- Mark the Save backup copy automatically when I close my company file checkbox. Then, set the number of times between each backup.
- Click New to create a schedule.
- Complete the data fields to establish a backup schedule, specifying a particular time or day of the week.
- Once you set up the schedule, click OK. QuickBooks will ask you to enter the Windows sign-in password. This will allow the permissions to run the scheduled backup to QuickBooks.
- When all is set to create a backup, click Finish.
QuickBooks automatically creates backups and schedules future backups simultaneously. When done, you will receive a confirmation message.
b. Back up your company file manually
If automatic backup doesn’t work, or you prefer to have a backup copy of your company file yourself at any time.
- Open QuickBooks Desktop.
- Go to File and select Switch to Single-user Mode.
- Go to File again.
- Hover over Back up Company > Create Local Backup.
- Select Local Backup > Next.
- Click Browse in the Local Backup Only section.
- Choose the location to save the backup company file.
- Set the number of backup copies you want. (This is optional.)
Tip: Skip jotting it down. Use the Online and Local Backup options to set backup reminders.
- It runs a test to ensure the backup file is in good condition before saving it.
- When ready, click OK.
- Click Save it now > Next.
- QuickBooks will create a single backup company file.
- When done, you will receive a confirmation message.
Step 2: Adjust your backup settings
To check the last backup of your company file, navigate to the File menu and hover over Back up Company. The date and time of the latest backup will appear at the top of the menu.
Change or modify the backup preferences:
- Go to File and hover over Back up Company.
- Select Create Local Backup.
- Hit Options.
- Make the required changes > OK.
Conclusion
Creating a backup QuickBooks company file ensures that the data is protected from possible damage or loss. You can set up automatic backups for the future or create manual backups at any time.
Hopefully, this detailed guide has helped you create and save a backup copy. If you require additional assistance, we recommend consulting a professional. Dial +1(866)500-0076 to talk to an expert now!
Frequently Asked Questions
How do I restore an irreplaceable company file in QuickBooks?
If you face damage or lose an important company file in QuickBooks, you should close the software to prevent data from being overwritten. The fastest and safest way to recover data is to restore the latest backup of your company file. If this is not available, use QuickBooks’ built-in tool, the QuickBooks Auto Data Recovery tool, or contact a professional.
What should you do if your QuickBooks Desktop company file has more than 750,000 targets or is larger than 5 GB?
If the QuickBooks Desktop company file has reached or exceeded the target size limit. In that case, you can use the Condense Data utility to compress old transactions or start a new company file to continue your data operation or migration.
How do I copy my QuickBooks company file to another computer?
To copy your company file, install QuickBooks Desktop on the new computer, create a backup of the company file on the old computer, and then transfer the backup copy to your new computer using a USB drive or a network connection. After completing this step, restore the backup file in QuickBooks on your new computer.
How to repair a QuickBooks company file?
To repair a QuickBooks company file, use the Verify and Rebuild Data utility, which verifies data integrity and makes repairs quickly. If this doesn’t work, you can try repairing the file using the QuickBooks File Doctor utility from the QuickBooks Tool Hub.
How to backup QuickBooks company file?
You can back up your QuickBooks company file in two ways: either manually or by setting up an automatic backup. To learn how to get the backup in both methods, check our guide for the detailed steps and ensure data safety.