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Introduced in 2001, QuickBooks Online is an accounting software that has become an industry standard for small and medium businesses, globally. QuickBooks Online allows organizations to record cash flows, sales transactions, expenses, budget, payroll, etc. With over 29 million small businesses using QuickBooks Online, the company now controls over 80% of the total market share.
Set up an automatic backup using the native tool
Export QuickBooks Online data to create a local backup
Subscribe to a third-party tool that incrementally backs up all business transactions, files, and other related data
Step 1: Sign-in to Intuit QuickBooks Online using an administrator credentials.
Step 2: Click the gear icon and click “Back up company”. (User might need to sign-in once again to authorize the backup and restore app to access the company information).
Step 3: In the backup and restore home page, choose the company that needs to be backed up. Click “Add Company” if the company is not visible on the list. Choose the company name and click “Next”.
Step 4: Click “Connect”. Once the company is connected, it will appear on the Companies list in the homepage.
Step 5: Click the “Enable Backup” next to the company name.
QuickBooks runs an automated backup every day. Once the first back up job is initiated, all the changes made to the company’s account will be tracked. In case of any deletion or unwanted transaction, the company account can be rolled back to a date before the error was made. Click here to learn more.
|Transaction data||List data||Other data|
|Data not backed up|
Once the automatic backup is set up using the QuickBooks Online Back Up and Restore app, organizations can go a step further and schedule and save the backups to a linked Google Drive or Dropbox account.
Step 1: Log in to Intuit QuickBooks Online Advanced account. Click “Backup company” from the settings dropdown.
Step 2: Select “Local Backup” from the navigation menu on the left-hand side.
Step 3: Click the “Link a Service” button on the top right corner of the screen.
Step 4: Click the “Link Dropbox” or the “Link Google Drive” button.
Step 1: Navigate to the “Local Backup” page.
Step 2: Select “New Local Backup Schedule”.
Step 3: Set the date and time on when to run the first scheduled backup.
Step 4: Set the frequency of the backups.
Step 5: Select “Create Local Backup Schedule”.
Step 1: Sign-in to Intuit QuickBooks Online.
Step 2: Click the gear icon (settings) and click “Export data” from the settings drop-down menu.
Step 3: In the Export data dialog box, click a date range (choose from All dates, a Custom date range, Last calendar quarter, This year-to-date, and Last year).
Step 4: Unselect the items to be removed from the export.
Step 5: Export to Excel. The data will be downloaded as a ZIP file in the Downloads folder in the local system.
The above methods do not act as comprehensive backup solutions for your QuickBooks Online data. A third-party backup solution like SysCloud lets users back up multiple companies on the QuickBooks Online platform directly to the cloud. SysCloud automatically backs up QuickBooks transaction and list data and makes it available to be restored at any time. The solution backs up multiple versions of QuickBooks data and lets users compare them before restoring.
Click here to learn more about SysCloud backup for QuickBooks Online.
Note: Only the primary owner can set up a QuickBooks Online backup with SysCloud.
Step 1: Log in to your SysCloud account.
Step 2: Click "Jobs" from the top menu bar.
Step 3: Enter a job name and a description (optional). Click "Next".
Step 4: Click the "Connect" option beside QuickBooks Online from the Clouds list.
Step 5: Click "Connect and add QBO Companies".
Step 6: Sign-in to Intuit to authenticate.
Step 7: Click "Start backup".
Step 8: Select the checkbox next to the QuickBooks Online company you want to backup. Click "Confirm".
Does QuickBooks Online have a native backup solution?
While QuickBooks does not recommend a third-party backup tool, QuickBooks clearly states that their backup solution cannot restore to a previous point-in-time. QuickBooks can only roll back company-wide data to the last backup date, and transactions and associated attached files cannot be recovered individually. Therefore, it is best to invest in a cloud backup solution like SysCloud.
Do I need to backup QuickBooks Online?
With highly important business data stored in the application and no recycle bin, it is pertinent to have a backup strategy in place for QuickBooks Online. Click here to know the different ways you can back up QuickBooks Online data.
Can I back up QuickBooks Online data?
Yes, click here to understand the various methods to back up QuickBooks online data.
How do I backup QuickBooks Online data to an external drive?
Click here to learn how to export data from QuickBooks Online for a local backup. However please note that while this seems like a good method, it is manual and time-consuming, in addition to a being complex in case you wish to restore the exported data to the QuickBooks Online account. Check out How to Export QuickBooks Online Data to learn more about the different export options available for QuickBooks Online. For a comprehensive automated backup for your QuickBooks Online account, click here.
Does SysCloud backup the attachables related to transactions?
Yes, SysCloud backs up attachables related to transactions. Click here for the complete list of QuickBooks data items that SysCloud backs up.
Can I access the SysCloud backups after I unsubscribe to QuickBooks Online?
16 May 2022
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