How to Create & Restore QuickBooks Backup Company File

A QuickBooks backup company file protects your accounting data from loss due to computer crashes, file corruption, or accidental changes. Knowing how to create & restore a QuickBooks backup company file gives every QuickBooks Desktop user a reliable way to recover accounting records to a working state. QuickBooks stores this data in a backup file with the .QBB extension, separate from your working company file (.QBW). If your file gets damaged, deleted, or changed by mistake, a saved backup lets you restore that data into a new working file.

This guide explains what a QuickBooks backup company file is and why you should create one. It covers what to check before you start, the exact steps to create and restore a backup, and a few best practices worth following along the way.

What Is a QuickBooks Backup Company File?

A QuickBooks backup company file is a saved copy of your company file, stored with a .QBB extension. QuickBooks Desktop uses this file to recreate your data if your working company file (.QBW) gets damaged or lost.

The backup file stores your accounting data, templates, letters, logos, and images. It also stores related files from QuickBooks Statement Writer, Cash Flow Projector, Business Planner, and Loan Manager. QuickBooks doesn’t save payroll forms inside a backup company file, so you’ll need to save those separately.

Why Should You Create a Backup Company File?

• A backup gives you a save point you can return to if your company file gets damaged.
• It protects your accounting data if your computer crashes or a hard drive fails.
• It lets you undo unwanted changes made to your company file.
• It gives you a copy of your data that you can move to a new computer.

Things to Know Before Creating or Restoring a Backup

Consideration	Details
File type	A backup company file uses the .QBB extension, separate from your working .QBW file.
Payroll forms	QuickBooks doesn’t save payroll forms inside a backup company file. Save these separately.
External devices	Move a backup file stored on a USB drive or a hosting service like Box to your local hard drive before you restore it.
Restore result	Restoring a backup uses the .QBB file to create a new .QBW company file.
Single-user mode	Switch to single-user mode before you create a local backup.

How to Create a QuickBooks Backup Company File

Follow these steps to create a QuickBooks backup company file manually.

• Go to the File menu and select Switch to Single-user Mode.
• Go to the File menu again and hover over Back up Company.
• Select Create Local Backup.
• In the window, select Local Backup, then select Next.
• In the Local Backup Only section, select Browse and choose where to save your backup company file.
• Set the number of backups you want to keep. This step is optional.
• In the Online and Local Backup section, select Complete verification. This checks that your backup file is in good shape before you save it.
• Select OK.
• Select Save it now, then select Next.

QuickBooks creates a single backup company file and shows a confirmation message when it’s done.

QuickBooks Desktop can also save backups on a schedule. During the same process, select Save it now and schedule future backups instead of saving a single backup. Select the checkbox for Save backup copy automatically when I close my company file, then set how many times between backups. Select New to build a schedule, choose a specific time or day of the week, and select OK. QuickBooks asks for your Windows sign-in password to run the scheduled backup. Select Finish to save your schedule.

You may also read: Fix QuickBooks Backup Failed

How to Restore a QuickBooks Backup Company File

Follow these steps to restore a QuickBooks backup company file:

• Go to the File menu and select Open or Restore Company.
• Select Restore a backup copy, then select Next.
• Select Local Backup, then select Next.
• Browse your computer for your backup company file. It appears as [your company name].qbb.
• Select a folder to decide where to save your restored company file.

If your backup company file sits on an external device, such as a USB drive, or a hosting service like Box, move it to your local hard drive before you restore it. QuickBooks uses the backup file to create a new company file, so save the restored file to a different location than your original to keep both intact. Enter your password if QuickBooks asks for one during the process.

Also see this: How to Use QuickBooks Auto Data Recovery Tool

Best Practices for Creating and Restoring QuickBooks Backup Files

Following a few recommended practices helps protect your company data and reduces the risk of backup or restore problems in QuickBooks.

• Store backup files on a different drive or computer than your active company file.
• Give each backup file a unique name to prevent overwriting an existing backup.
• Copy backup files from external devices to a local drive before restoring them.
• Run Complete Verification when creating a backup to identify potential file damage.
• Save payroll forms separately because QuickBooks backup company files do not include them.

Conclusion

A QuickBooks backup company file protects your accounting data from crashes, corruption, and accidental changes. Creating one regularly gives you a save point to return to if something goes wrong with your working file. This guide covered what a backup company file includes, why it matters, and the exact steps to create and restore a QuickBooks Desktop backup. It also covered what to check before you restore a file and a few best practices to keep your backups organized.