Baby Got Backups: Why and How to Backup Your QuickBooks Online Data

Hey everyone, Alicia Katz Pollock here from Royalwise.com! Today, I’m diving into a topic that often gets overlooked, but is absolutely crucial for any business using QuickBooks Online (QBO): how to backup your QuickBooks Online data. Even though your company file is stored in the cloud, relying solely on Intuit’s servers for protection leaves you vulnerable to accidental deletions, data corruption, or other unexpected issues.

You might be thinking, “Why do I need to worry about backups if my information is already online?” Let me assure you, maintaining your own backups isn’t just good practice—it gives you peace of mind, greater control, and the ability to quickly restore your data should something go wrong. In this post, I’ll show you exactly why backups matter, and how to implement them to keep your financial records safe and sound.

Why Backups Matter, Even in the Cloud

Let’s face it, things happen. Data can be accidentally deleted, corrupted, or even held hostage by ransomware. While Intuit does a great job of protecting QBO data, having your own backups gives you peace of mind and control over your financial information. Here’s why you should make backups a priority:

• Create a Hard Copy Archive: Especially important for tax purposes. Having a backup that matches the data submitted with your taxes can be a lifesaver in case of an audit or discrepancy.
• Track Changes and Preserve History: QBO is constantly evolving. Some changes you make to your file, like restructuring your chart of accounts or modifying products and services, can impact historical data. Backups allow you to see how things looked before these changes and understand the evolution of your business.
• Protect Against Major Changes: Before making significant changes to your file, like importing data from a POS system or doing a major restructuring, a backup acts as a safety net. If things go wrong, you can easily revert to the previous state without painstakingly recreating everything.
• Restore Deleted Transactions: We’ve all been there – accidentally deleting a transaction, or even worse, an complicated journal entry. Backups can be a lifesaver in these situations, allowing you to quickly restore what was lost.
• The Trust Factor: Some people simply prefer having a local copy of their data. Having a backup on your own computer or in a separate cloud storage service gives you a sense of control and security.

Exporting Data: Your First Line of Defense

The simplest form of backup is exporting data directly from QBO. You can export reports, lists, and even individual transactions. Here’s how:

• Exporting from Centers: Navigate to the various centers in the left navigation bar (Sales, Expenses, etc.). Use the gear icon to customize the columns displayed and then click the export button to download the data in Excel or CSV format.
• Exporting Reports: Run any report you need and use the export button in the upper right corner. You can choose between Excel, CSV, or PDF formats.
• Exporting Lists: Go to the Gear icon, then “Export Data.” Here, you can export lists of customers, employees, and vendors.
• Exporting Reports & Lists in Bulk: The “Export Data” option also allows you to export a collection of reports and lists, including your General Ledger, Profit & Loss, Balance Sheet, and Trial Balance.
• Pro Tip: CSV files are universally compatible with different software, making them a versatile option for backups.

QBO Advanced: The Built-In Backup Powerhouse

If you’re using QuickBooks Online Advanced, you have access to a powerful built-in backup tool called Online Backup and Restore. This tool offers:

• Incremental Backups: Automatically saves changes as they happen, ensuring your data is always up-to-date.
• On-Demand Full Backups: You can manually create full backups at any time, perfect for those moments before making significant changes.
• Restore to Any Point in Time: Roll back your entire company file to a specific date and time.
• Copy File Feature: While not perfect, this feature allows you to copy your company file structure into a new QBO Advanced file.
• Local Backups: Save a backup of your data, including attachments, to Dropbox or Google Drive.
• Important Considerations: While Online Backup and Restore is a fantastic tool, it’s important to be aware of its limitations. Not everything gets backed up or restored, including things like bank feeds, reconciliation reports, and certain types of inventory data. Be sure to review the list of limitations before relying solely on this tool.

Third-Party Apps: Supercharging Your Backup Strategy

Several third-party apps offer even more robust backup and data management capabilities. Here are a few of my favorites:

• Sassant Transactions (formerly Sassant Excel Importer and Deleter): This powerful app allows you to export, import, delete, and modify transactions in bulk using CSV files. It’s an excellent tool for manipulating data and cleaning up your QBO file.
• Export My Books: This app creates a backup of your QBO data that can be opened in QuickBooks Desktop. This is a great option for those who want a true offline backup or need to transition back to desktop software.
• Rewind: Rewind allows you to restore individual transactions, lists, or even your entire company file to a specific point in time. It’s particularly useful for recovering accidentally deleted data or undoing unwanted changes.

Each of these apps has its strengths and limitations, so be sure to research and choose the one that best fits your needs.

Ready to Dive Deep into How to Backup your QuickBooks Online Data?

Don’t wait until it’s too late! Data loss can be devastating to your business. Take the time to implement a solid backup strategy today, and rest easy knowing your financial information is safe and secure.

Want to learn more about backing up your QBO data and explore these tools in detail? Click here to enroll in my “Baby Got Backups” class and get hands-on training and expert guidance!

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See What Others Are Saying About Baby Got Backups

Don’t just take my word for it—listen to the professionals who have already benefited from this specialized training! Participants rave about how it takes the mystery out of how to backup your QuickBooks Online data, breaking down the process into simple, actionable steps that anyone can follow.

From learning easy export techniques that ensure you’re never without a local copy, to confidently using advanced backup tools and third-party apps, this course has helped countless business owners and bookkeepers safeguard their financial records and breathe easier knowing their data is secure.

Here’s what recent attendees have to say:

Ready to join them? Sign up for Baby Got Backups today and start protecting your QBO data like a pro!

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