As the administrator of your QuickBooks Online (QBO) file, it is your job to make sure that your books are correct, workable and that you can maintain the continuity of those books. To help preserve your records, QBO has rolled out a tool that can assist you in maintaining your QB file.

QBO Advanced users can now utilize an app called Online Backup and Restore. This app allows the administrator to create multiple backups of the QBO file and to use these to restore QBO to a specific point in time. Because this is an app, it can only be installed by the QBO administrator, but it is available at no cost through the app store.

Within the app, the user has several options for backups.

  • Continuous backup will save changes to the QBO file on a constant basis (though you may have to wait five to 10 minutes for recent changes to be saved).
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  • You can also create a backup on the spot and move forward with your work.
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  • Finally, the user can also create an external backup of their QBO file. The great thing about this one is that the external backup can be scheduled and sent automatically to Dropbox or Google, so that you are always covered.

Now, there are a few things that are not included with these backups, such as recurring transactions, audit log entries, some custom reports and a few others. However, these items are non-posting items that do not directly affect the accounts.

Lastly, there is one more benefit to this app. It creates a log of all backup histories with a count of how many changes were made. This can be a great help to decide how far back you need to go to get the version of your QBO file that you want. Restore and reverse a few transactions or many; it is your choice.

 

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Steve Arnold
I joined the Winona, MN, office of Hawkins Ash CPAs in 2017 and have more than 15 years of accounting experience. I am a senior tax associate, CPA, Enrolled Agent (EA) and Certified QuickBooks Online ProAdvisor.

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