How to Back-Up a QuickBooks Company File?

The QuickBooks company file contains all the financial records of the company. So it’s important to keep it safe. It is advised to create a backup of the company data files every time you work on it. This is to ensure that you will have an updated copy of your accounting records, and can be restored during a data loss. QuickBooks even programmed reminder frequency, scheduling backups, formatting floppy disk while backup, and verifying data integrity.

At month’s end, keep a backup off-site. Similarly, do it end of the year too. To perform the backup feature, it is necessary to be single-user. Switch to single-user mode, and make sure that there is no other user logged in. Choose ‘File’, and switch to ‘Single-user Mode’. Follow the options and log in. After finishing the backup job for the company file, you can switch back to the Multi-user Mode.

Create Back Up File Manually

QuickBooks Support offers two ways to make a backup of your company file. You can opt for manually back up or automatically backup. To back up a company file manually, follow the below steps.

  • Go to ‘File’, choose ‘Back Up Company’ ‘
  • Select ‘Local Backup’.
  • Click the ‘Options’ tab. The ‘Backup Options’ window will appear.
  • Click ‘Browse’ and choose the location to save the backup copy. You can select any file hosting service, or flash drive or external media to save the file.
  • Click OK.
  • You can set additional settings.
  • Add the date and time of the backup to the file name (recommended)
  • Limit the number of backup copies to this folder to #
  • Remind me to backup when I close my computer file every # times
  • Verify data: (choose option) Complete verification (recommended)/ Quicker verification/ No verification
  • Click Next.
  • Select ‘Save It Now’, and click Finish. Your backup company file is ready.
  • If you select ‘Save it now’ and ‘schedule future backups’ or ‘Only schedule future backups’.
  • Click ‘Save backup copy automatically when I chose my company file’ and enter the number of times to schedule a backup.
  • Click ‘New’ to set up a backup schedule.
  • Click OK and Finish.

Automatic Back Up File

QuickBooks is designed with two automatic backup methods. The first method generates a backup file every time you close the company file. You can set the regularity of creating the backup. QuickBooks saves the backup on the system’s hard drive, where QuickBooks is running, in “Auto Backup” folder under QuickBooks directory.

As the second method, you can program an unattended backup, which means you will no need to operate either your computer or QuickBooks.

  • Go to ‘File’ menu, select ‘Back Up’.
  • Click on the ‘Schedule a Backup’ tab.
  • Check the ‘Automatically back up when closing data file’ box.
  • Enter the backup frequency.
  • Select the appropriate options in the Backup window.
  • Click OK

Schedule Unattended Backup :

  • Go to ‘File’, select Back Up.
  • Click on the ‘Schedule Backup’ tab.
  • Select the ‘New’ tab.
  • Select the appropriate options in the Backup window.
  • Click OK and the new schedule will be saved.

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