Backup & Restore

• Back up every transaction for any date range, on a cash or accrual basis. Choose All Dates, a preset such as Last Quarter, Last Year or This Year-to-date, or custom dates. Companies whose fiscal year doesn't start in January also get fiscal-year presets. You choose which posting and non-posting types to include.
• Download a transactions file plus a list file. The list file covers accounts, customers, vendors, items, product categories, classes, locations, terms, payment methods and employees. You can split the files by transaction type or list type, and include either only the names your transactions use or your entire lists.
• Add an opening trial balance as a journal entry dated the day before your range. A/R and A/P come over as one summary line each, or as one line per customer and vendor.
• On the Backup View tab, browse, search, filter, sort and pick columns for every backed-up row, line by line or one row per transaction.
• See what a backup holds on the File Analysis tab: counts by type, date span, debits and credits, class and location coverage, and how the file's names line up with your lists.
• Compare the backup with QuickBooks on the Financials tab. A Profit & Loss and Balance Sheet rebuilt from the file sit beside QuickBooks' own figures, with account-by-account tie-outs.
• Load one or more backup files into the Restore Queue, tick or untick individual documents, and read the restore plan: what will be written, what is skipped, and why.
• Resolve blockers before restoring:
  • For each name the target company doesn't have, create it, map it to an existing name, or leave it.
  • Fix missing item accounts.
  • Turn on required company settings using the links provided.
• Handle sales document numbers that are already used in the target company. Exact matches default to Skip. The rest get a suffix automatically or a number you type, with an optional note in the memo.
• Rebuild applied payments on restore. Customer and vendor payments are re-linked to the restored invoices and bills when both are in the file.
• After a restore, download failure files that give the reason for each row. Fix and retry only the documents that failed, and download a map of old to new transaction IDs.
• On the Delete / Void tab, select transactions from a backup and delete them in bulk from the company they came from.

• One backup run pulls every transaction type in a date range, including non-posting documents.
• A financial tie-out shows whether the backup is complete before you rely on it.
• A readable restore plan with decisions you make up front, so you don't have to clean up after a failed run.
• Restores some types that QuickBooks won't let you create directly by rebuilding them with the same ledger lines:
  • Payroll paychecks come back as regular checks.
  • Sales tax payments and adjustments come back as journal entries.
  • Inventory starting values come back as a zero-net bill.
• Warns about problems that would undermine the backup, such as a pull that looks cut off or two accounts that share one name.

• Moving a client to a new QuickBooks Online company: back up, restore into the new file, then compare financials.
• Archiving: keep a CSV copy of a closed year's transactions together with a tie-out to QuickBooks' own Profit & Loss and Balance Sheet.
• Training or testing: copy a quarter of real activity into a test company.

• This tool is in Early Alpha. Try it in a test company before you use it on client books.
• Revenue recognition entries and billable expense charges are backed up but not recreated, because QuickBooks generates them itself. Rebuilt types lose some detail: paychecks carry no payroll detail, sales tax entries don't update the sales tax center, and employees are created as vendors.
• A payment whose invoices or bills aren't in the file is restored unapplied; widen the date range to include the paid documents. Deposits that drew on Undeposited Funds aren't re-linked to the original payments, and you choose an account for those lines.
• Keep backup files as CSV. Opening and re-saving them in Excel can damage the company ID column.

SuperTools sidebar → Backup & Restore (Early Alpha)

Install the SuperTools extension, then open the SuperTools S menu in QuickBooks Online, choose Home, and enable the tool there.