The classic problem with backups (Quickbooks or otherwise) is that they don’t get made consistently.
So people are always calling with QuickBooks data corruption and…you guessed it…no good current backups.
So what’s the answer? The solution is to always have backups available that are technically sound, current, and deep.
Deep? Well, sometimes your file gets corrupted, and your last good backup is corrupted too. You can’t just restore your backup, if you’re only “one backup deep”. So you need a number of backups going back in time. If your last backup is bad, perhaps the one created the day before that is OK.
There’s gotta be an easy way to do this, right? A way that you don’t have to think about too much?
These days, backing up your QB data can be easy and automatic. Let’s look at some options.
1. Intuit Data Protect. This plan seems to be replacing QuickBooks Online Backup, although it is only available for QuickBooks 2011 and higher (QuickBooks Online Backup works with earlier versions too.) This fee-based service will automatically backup your QuickBooks files, and other files too, to Intuit’s cloud. It will keep your data around for 45 days. So that’s pretty good “depth”. This plan is included for no extra charge if you have certain Intuit support plans.
Most of these will automatically sync your hard drive to your online storage account, and backup your files whenever then change. This includes your QuickBooks company data files.
The potential vulnerability here is with one-generational backups. Example: Your company file is getting synced continuously with your online backup account. But then your data gets corrupted. And backed up to your online account. Hmm, where’s a good backup? It’s not online!
The workaround for this is to still make manual backups within QuickBooks. You can configure your preferences in QuickBooks to prompt you every time you exit to make a backup. I would recommend that you do this. Making a backup doesn’t take much time. Then, theoretically, you have an almost limitless number of backup generations if you get in trouble.
These are really the only easy and automatic methods I know of. If you have in-house IT, perhaps you have a way of getting automatically produced server backups off-site and off your server. I’ve talked to too many IT consultants over the years who end up with a crashed RAID and NO good server backups. No good. It might seem scary, but you really want to backup your most important data to the cloud. The scarier alternative is finding yourself with no good current backups at all.