Imagine that the computer containing your company’s QuickBooks file has suddenly crashed. If you haven’t been diligent in backing up your data, you’re probably shocked and terrified. While it’s possible that much of the data from your QuickBooks file can be re-created (unlike your priceless family photos), you’d probably spend several hours doing it. Be sure to regularly back up your QuickBooks file to avoid this situation.
Questions I am often asked about backing up QuickBooks files include:
Q. How do I make a backup of my QuickBooks file?
A. On the File menu, select Create Backup. If you want to save the backup file locally or on a removable storage drive, select Local Backup. If this is the first time you’re creating a backup, click on the Next button and select a file location for saving backups. Otherwise, click the Finish button.
Q. What is the difference between a backup copy and a portable company file?
A. Portable company files are smaller than backup files, but they contain all of the financial information. In fact, we prefer that our clients send us portable company files because they are faster to upload and take up less space on our portal. However, they do not include letters, logos, images, templates, or transaction log files (according to this Intuit support article). We recommend you create backup files for internal purposes.
Q. How often should I create a backup copy of my QuickBooks file?
A. The answer to this question depends on your comfort level for losing data. If you lose your QuickBooks file, how much data do you want to re-enter? Though some companies back up monthly or weekly, the thought of spending many hours re-entering data causes some business owners to back up daily or every time a QuickBooks file is closed.
Q. Where should I save my QuickBooks backup files?
A. You could save them on your computer’s hard drive, but if you experience a hard drive failure or theft, you’ve lost your QuickBooks company file AND backup files. A better answer is to save them to a removable storage device, such as a CD, USB flash drive, or external hard drive. However, if you experience a fire or other natural disaster, you could lose both your QuickBooks company file and backup files if they are both located on premise.
Another option you may want to consider is a secure and encrypted online backup service. Many online backup services will back up your QuickBooks data easily and automatically. Some business owners’ backup strategies include a combination of off-site removable storage and online methods.
Q. I forgot where I saved my QuickBooks backup file. How can I find it?
A. QuickBooks for Windows backup files have a .QBB file extension. QuickBooks for Mac uses various different file extensions depending on the version. To find your QuickBooks backup file, search your computer for files with the appropriate file extension.








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