Best Practices for Backing up Quickbooks Desktop

Topic

This article discusses the best practices when backing up a system hosting Quickbooks desktop.

Environment

  • Datto SIRIS
  • Datto Alto
  • Datto Endpoint Backup
  • Datto Endpoint Backup with Disaster Recovery
  • Datto Backup for Microsoft Azure
  • Datto Endpoint Backup for PCs

Description

QuickBooks Desktop is a popular accounting database software. When backing up a system with QuickBooks Desktop installed there are a few things to take into consideration to ensure the best quality backups of the machine and the Quckbooks data stored on it.

When producing backups of any system, especially those hosting databases, an application-aware backup is recommended whenever possible. For more information on application aware backups see VSS: Description, Compatibilities, and Troubleshooting Resources.

Not all applications are VSS-aware, and therefore cannot produce application-aware (quiesced) backups using the Datto agent. Quickbooks Desktop is not VSS-aware. Taking regular Datto agent backups of a Quickbooks Desktop system while the company file is in use will result in a crash-consistent backup of the Quickbooks data, while the operating system files and any other VSS-aware application data will be captured in an application-aware state.

To properly backup a QuickBooks Desktop company file, the .qbd and associated files will need to be included in the Datto agent backup job while the company file is closed. If any users are logged into the QuickBooks server, then the company file is open and you may not capture any transactional data held in memory until the application has written it to disk.

Because of this behavior, it is recommended capture crash-consistent backups of the Quickbooks company file during business hours and to utilize the native QuickBooks backup schedule to capture quiesced backups outside of business hours. The Quickbooks backup scheduler will log all users out of the server, save all transactions to disk, then create a quiesced backup of the database file.

The offline company file and the newly-created backup company files can be captured via the Datto agent, by sending them to a Datto NAS share, or both. The options are described below:

Following this will result in larger backup jobs and more used storage on the backup appliance, as it is backing up both the primary and backup company files.

Procedure:

  1. Configure the Datto agent to backup regularly within business hours, and include at least two additional backups outside of normal business hours. For example, hourly between 9 AM - 5 PM, plus additional 8 AM and 6 PM backups.

    Be sure to include the volume(s) that contain the Quickbooks primary company file and the quickbooks backup files. For this example, C: and D: volumes.

  2. Configure the Quickbooks server to perform scheduled backups prior to business open, and after business close. Send these backup copies of the company file to a volume being backed up by the Datto agent. In this example, the D: volume, at 7:30 AM and 5:30 PM.

    See Quickbooks' documentation (external link) on how to configure these backup jobs.

Using the example information, this will result in the following schedule and results:

7:30AM

Quickbooks backup scheduler logs all users out, settles and closes the database on C: and creates a new backup file to the D: volume.
8:00AM The Datto agent peforms a backup, capturing the quiesed offline company file on C: and the backup files on D:.
9:00AM to 5:00PM Users begin to login, and the company file is online. The datto agent performs hourly backups, capturing the crash-consistent online company file on C:.
5:30PM

Quickbooks backup scheduler logs all users out, settles and closes the database on C: and creates a new backup file to the D: volume.
6:00PM The Datto agent peforms a backup, capturing the quiesed offline company file on C: and the backup files on D:.

Quickbooks backups can be sent directly to a Datto NAS.share, where they can be captured via the NAS snapshotting feature. (Available for SIRIS & Alto hardware deployments only.) This can be done in addition to agent based backups of the hosting machine, or as an alternative.

Procedure:

  1. If backing up with the Datto agent; configure the backups to occur regularly within business hours, and include at least two additional backups outside of normal business hours. For example, hourly between 9 AM - 5 PM, plus additional 8 AM and 6 PM backups.

    Be sure to include the volume that contain the Quickbooks primary company file. In this example, C:.

  2. Configure a Datto NAS share to your preferred specifications, and make it available to the QuickBooks server. For information on configuring the network share, follow: Creating and Protecting Network Shares With a Datto Appliance.

    Set the NAS Share's backup schedule to take snapshots at times occurring after the Quickbooks backup jobs. In this example, 8 AM and 6 PM.

  3. Configure the Quickbooks server to perform scheduled backups prior to business open, and after business close. Send these backup copies of the company file to the NAS Share. In this example, 7:30 AM and 5:30 PM.

    See Quickbooks' documentation (external link) on how to configure these backup jobs.

Using the example information, this will result in the following schedule and results:

7:30AM Quickbooks backup scheduler logs all users out, settles and closes the database on C: and creates a new backup file to the NAS Share.
8:00AM The Datto appliance performs a snapshot of the NAS share, capturing the backup company file. If the Datto agent is in use, the Datto agent performs a backup, capturing the quiesced offline company file on C:
9:00AM to 5:00PM Users begin to login, and the company file is online. If the agent is in use, the Datto agent performs hourly backups, capturing the crash-consistent online company file on C:.
5:30PM Quickbooks backup scheduler logs all users out, settles and closes the database on C: and creates a new backup file to the NAS Share.
6:00PM The Datto appliance performs a snapshot of the NAS share, capturing the backup company file. If the agent is in use, the Datto agent performs a backup, capturing the quiesced offline company file on C:

Additional Resources