Return to QuickBooks Backup – Best Practices

QuickBooks Backup – PART II – Restoring, Best Practices

INSIDE OF .QBB:              

A backup file is a condensed file containing everything needed to create a .QBW file. Backup file itself is not a replica of .QBW but is capable of producing a replica of a working file.


Did you lose the working file? No problem. You have insured the .QBW. Let us just restore it.

  1. Choose the latest backup file available. (You asked QuickBooks to label every back up with date and time when setting up the backup procedure)
  2. In QuickBooks file go to File, Open or Restore Company
  3. Choose Restore a backup copy
  4. Choose Local Backup and you are taken to the windows location where the backup is stored
  5. Carefully choose the file —-make sure the latest one available from the labels of files, Select the file and click Open
  6. In the Save Company File as window, In the ‘File Name’ Box enter a name different from the original name of file and save
  7. QuickBooks Confirms with a message ‘Your data has been restored Successfully’

DONT’s  – When Restoring QuickBooks Backup

  • While taking Backup never opt for ‘No Verification’. This option does not allow QuickBooks to check for integrity of data and hence the usability of .QBB is highly doubtful. If you are in a hurry at least opt for ‘Quicker Verification’. The best option is ‘Complete Verification’


  • Never store the backup file on the same drive where your company file is located. If hard disk fails both vanishes. So such backup is no backup


DO’s  – When Restoring QuickBooks Backup


  • Always change the name of the file when a backup file is restored. Make it a habit. If name is not changed QuickBooks overwrites the existing file.
  • When taking back up, system where the backup is to be stored should keep running
  • While scheduling backups you should tell the windows password to QuickBooks (in the options window)
  • Always opt for ‘Complete Verification’ (in the Backup Options), by which you are allowing QuickBooks to check data integrity completely. Such backup file only will serve the intended purpose
  • For scheduled backups the system should be running but the company file should be closed


  • Schedule backups daily choosing time and days of the week
  • The destination of the backup should be an external device or a different system
  • Periodically say monthly, quarterly or yearly run the backup to an external device and store it securely offsite—–at a different location home/Safe Deposit Vault

Lastly the most important point: Occasionally check up the backup if the data is there and that it really works. When we were asked to restore a file from a CD we were astonished and client dumb founded. There was nothing in the CD to restore.





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