When it comes to sensitive financial documents regarding your company or business, you’ll want to hope for the best but prepare for the worst. If something happened to the server or device where all of your Quickbooks files are stored, you could essentially be placed back at square one, forcing you to physically go back through all of your bank statements and financial documents to get it setup again. Depending on how large and complex your business is, starting your Quickbooks from scratch could take hours if not days. The good news, however, is that you can prevent this from happening simply by backing up all of your Quickbooks files and data. It’s quick, easy, and doing so will give you the peace of mind knowing that your data is safe.
It’s important to note that no one is completely immune from a crash or data wipe. You can take extra precautions by ensuring both your hardware and software is up to date, but there are some things out of your control. One of the most common causes of data wipes are viruses and other forms of malicious software. If your system becomes infected, it could force you to reformat your hard drive, at which point you would lose all locally stored data.
USB Flash Drive Backup
One of the best all-around methods for backing up your Quickbooks data is to use a USB flash drive. You can purchase these from most electronics stores for as little as $10 bucks a piece, which is a small price to pay for the safety and protection of your Quickbooks data. After purchasing one, simply plug it directly into a USB port on your computer (most all modern-day computers feature these ports). Next, launch the Quickbooks application from your computer and exit out of it. Upon exiting, the application should prompt you with a question asking if you would like to backup your data, at which point you should click yes.
Most typical Quickbooks accounts should backup in less than a minute. During this time, be sure to leave the USB flash drive connected to ensure all of the data transfers without corruption. You should then be given a message confirming the backup is complete. In the event of a hard drive crash or virus, you can open this flash drive up to receive your Quickbooks files and data. Just remember to keep the USB flash drive stored in a safe place where it won’t get lost or damaged.
Quickbooks is the world’s most popular and widely-used accounting software. While there are thousands of professional accountants who use it, Quickbooks was designed so that anyone can manage their own expenses. Whether you consider yourself experienced with accounting or not, chances are you’ll do just fine using their simple and easy-to-navigate interface. Here we’ll take a look at some essential tips and tricks to help beginners get started using the Quickbooks software.
First and foremost, you’ll need to gather all of the financial documents regarding your business. This includes any and all bank statements, credit card statements, business expenses, etc. Locating these things now will make the entire Quickbooks setup process easier and less time-consuming. Don’t worry if you are unable to find EVERY financial document related to your business, as you can always go back and it later.
With your financial documents in hand, try to stack them in piles organized by accounts with the newest on top and oldest at bottom. Depending on how large and complex the financial structure of your business is, this may take some time. The good news, however, is that organizing your financial documents will become much easier once you move everything over to the Quickbooks software.
Creating Your Quickbooks Account
There are several different types of Quickbooks software, such as Quickbooks Online, Quickbooks Pro and Quickbooks Premier. It’s important that you choose the one that’s right for your specific needs. Their most basic software, Quickbooks Online, can be accessed and used from any computer, as it’s web-based with no software necessary to install. You can try the online version free to see if it’s what you need. Both the Quickbooks Pro and Quickbooks Premier are upgraded versions that give you more freedom and features, such as the ability to track inventory and manage your company’s payroll.
After choosing the Quickbooks software that’s most aligned with your company’s accounting needs, it’s time to get started. Launch the software and create a company profile including the name, employees, etc. Once you are finished with the introductory, go ahead and start adding all of your bank accounts into the software. Don’t worry, your information is completely safe and you can even schedule your computer to sync with your Quickbooks Online account to download all of your files. In the event you or someone else accidentally deletes your Quickbooks Online information, all of the data will be backed up on your computer.