QuickBooks Desktop 2023 Backup Strategy After Sunset

Build a bulletproof local backup routine for QuickBooks Desktop 2023. Learn .QBB scheduling, 3-2-1 copies, restore drills, and which files to keep beyond .

QuickBooks Desktop 2023 is slated to lose its live add-on services on May 31, 2026. While the core accounting engine will continue to run offline indefinitely, the sunset means you can no longer rely on Intuit's connected services—including any cloud-based backup options—to safeguard your ledgers. To keep your 2023 data safe long-term, we recommend shifting entirely to a self-managed, local backup strategy.

The Core Backup: Scheduled .QBB Files

The most reliable way to back up QuickBooks Desktop is the portable .QBB (QuickBooks Backup) file. This process compresses your active .QBW (company file) into a single, easily restorable archive. Creating a .QBB is identical across practically all Desktop versions, so the routine you used in 2021 or 2022 applies exactly the same way here.

To automate this inside QuickBooks 2023:

1. Go to File > Back Up Company > Create Local Backup.
2. Select Local Backup and click Next.
3. Click Browse to select a dedicated local folder or external drive.
4. Check the box to Add the date and time to the backup file name to prevent overwriting older archives.
5. Complete the wizard, then select the option to Save it now and Schedule future backups.

We recommend scheduling unattended automatic backups at the end of your business day, ensuring the application is left open on the server or host machine so the schedule can trigger successfully.

The 3-2-1 Strategy for Company Files

A single scheduled backup on the same physical drive as your live .QBW file is not enough. Drive failure is the most common cause of catastrophic data loss for unsupported software. We strongly advise following a 3-2-1 backup strategy:

• 3 total copies of your data (one live .QBW file, plus two backups).
• 2 different types of storage media (e.g., your local server drive, plus an external USB SSD).
• 1 copy stored off-site (e.g., a synced cloud drive folder like Google Drive or OneDrive, or a physical drive stored in a different building).

Point your scheduled QuickBooks backups to a local folder that automatically syncs to a cloud provider, and periodically copy those .QBB files to an external drive.

Beyond the .QBW: What Else to Keep

When you create a .QBB file, QuickBooks automatically includes your company file and the .TLG (Transaction Log File). However, a standard backup does not capture everything attached to your daily operations. To fully future-proof your setup, manually copy and store the following alongside your .QBB archives:

• Loan Manager, Cash Flow Projector, and Planning Tools files: These are standalone utilities that do not package inside a standard .QBB.
• Custom Templates and Logos: If you use highly customized invoices or estimates, export and save these layouts separately.
• Print and PDF Settings: Keep a record of your printer setups and PDF driver configurations.
• Admin Credentials: Maintain a secure, offline record of the QuickBooks Admin password. Without it, restoring a backup of a discontinued version in the future will lock you out of your own data.

Run Routine Restore Drills

A backup is only as good as your ability to restore it. We recommend performing a restore drill once a quarter. This verifies that your automated schedule is actually generating valid files and that your local storage drives have not silently failed.

To test a backup:

1. Move a recent .QBB file to a separate, isolated test computer.
2. Open QuickBooks Desktop 2023 on that machine.
3. Go to File > Open or Restore Company > Restore a backup copy.
4. Follow the prompts to restore the .QBB to a new .QBW on the test machine.

Log in and check recent transactions. If the file opens cleanly and your latest entries are visible, your backup routine is working perfectly. If you encounter errors during this drill—such as a failure to rebuild the data structure during restoration—you may need to address underlying data corruption. In those cases, repairing a damaged QuickBooks company file before your next backup cycle ensures you aren't archiving corrupted data.

Keep Your Installation Media Secure

Finally, remember that backing up your data is only half the survival equation. You must also be able to install QuickBooks Desktop 2023 itself if your hard drive crashes. Ensure you have safely stored the 2023 installation files (the .exe or .dmg setup files) and your license and product numbers in the same secure location as your .QBB backups.