How to Back Up and Restore a QuickBooks Desktop Company File

Before you start

• Switch to single-user mode first: File > Switch to Single-user Mode.
• A backup file (.qbb) holds your accounting data, templates, letters, logos and images. It also holds related files from Statement Writer, Cash Flow Projector, Business Planner and Loan Manager.
• It doesn't hold payroll forms. Those need their own copy, covered below.
• For scheduled backups, have your Windows sign-in password ready.
• Only need to move your accounting data? Intuit points to a portable company file for that, not a full backup.

Step 1: Make a backup now

1. 1Go to File > Switch to Single-user Mode.
2. 2Go to File > Back up Company > Create Local Backup.
3. 3Select Local Backup, then Next.
4. 4Under Local Backup Only, select Browse and choose where to save the backup.
5. 5Optionally, set how many backups to keep.
6. 6Under Online and Local Backup, select Complete verification so QuickBooks tests the backup before saving it.
7. 7Select OK, then Save it now, then Next.

QuickBooks saves one backup file and shows a confirmation when it's done.

Step 2: Schedule automatic backups

1. 1In single-user mode, go to File > Back up Company > Create Local Backup, select Local Backup, then Next.
2. 2Choose the folder, the number of backups to keep and Complete verification, then select OK.
3. 3Select Save it now and schedule future backups, then Next. Or choose Only schedule future backups.
4. 4To back up when you close the file, select Save backup copy automatically when I close my company file. Then set the number of times between backups.
5. 5To back up on a timetable, select New and set the time and days of the week.
6. 6Select OK and enter your Windows sign-in password. QuickBooks needs it to run the scheduled backup.
7. 7Select Finish.

Step 3: Check and change backup settings

To see when the file was last backed up, hover over File > Back up Company. The date and time show at the top of the menu. To change your settings, go to File > Back up Company > Create Local Backup and select Options.

Step 4: Restore a .qbb backup

Restoring uses the .qbb file to create a new company file (.qbw). Intuit calls a backup a save point, so the restored file holds only what was there when the backup was made.

1. 1If the backup is on a USB drive or a cloud storage service, copy it to the computer's own hard drive first.
2. 2Go to File > Open or Restore Company.
3. 3Select Restore a backup copy, then Next.
4. 4Select Local Backup, then Next.
5. 5Find the backup. Its name ends in .qbb, such as [your company name].qbb.
6. 6Choose the folder for the restored company file, then select Open.
7. 7Select Save. If QuickBooks warns that you might overwrite data, don't confirm unless you mean to replace that file.

Don't overwrite the file you're working in

Restoring into the same folder as your current company file can overwrite it. Intuit suggests renaming the existing file or the backup so the names differ, or restoring to a separate folder.

Back up payroll forms separately

A company file backup doesn't include payroll forms. Intuit's options are to print copies and save them to your hard drive, or to save them as PDFs if you use QuickBooks Enhanced Payroll.

1. 1If your accountant needs to edit forms you've started, open File Explorer.
2. 2Find the folder named [your company name] Tax Forms. Intuit says it holds all your payroll data.
3. 3Send the whole folder to your accountant, along with your backup company file.
4. 4After restoring your backup, your accountant puts the Tax Forms folder in the same folder as the company file.

Where QuickBooks Desktop leaves the work to you

• Someone has to check that scheduled backups actually ran. The last backup time is at the top of File > Back up Company.
• Backups go to the folder you choose. Keeping a copy away from the computer that holds the company file is up to you.
• Payroll forms aren't included and need their own copy.
• A restored file only has what was there at the backup date. Work entered since then has to be entered again.
• Nobody knows a backup opens until someone restores it. Restoring to a separate folder avoids overwriting the file you work in.

Moving to a new computer or off QuickBooks Desktop? See how to move QuickBooks Desktop to a new computer, and how to export your data before a migration.