Need to backup company file, but unable to do it due to a warning message appearing on the screen? Well, in that case, you have landed on the right page, where you will get the most relevant information related to fixing backup issues in QuickBooks company files. You might messages related to password or assisted payroll data, you can resolve these issues and successfully restore your data, by performing certain set of procedures. This error is a serious error and you can’t afford to ignore it.

This article is crafted especially for you with the aim to assist in fixing the QuickBooks Unable to Backup Company File Error. Dive in deep, to unleash the further process! When this error occurs, you may see the following error messages:

Error Message:QuickBooks Unable to Backup Company File or Backup failed.
QuickBooks Unable To Backup Company File or Backup failed - Screenshot Image
Error:This QuickBooks file may be missing some of the payroll data that you have already sent to the Payroll Service. Before creating any new transactions, you need to restore the missing data by clicking Send Payroll Data from the Employees menu and then clicking the Send button.

Perform these quick steps given below, if you are getting the following error message:

  1. Go to the Employee menu and select Send Payroll Data.
  2. Now check the Items to send field. If you have 0 paychecks for $0.00, select Send.

Procedures You Can Implement To Fix Backup Company File Issues In QuickBooks Desktop

Now that you know the basic causes, you are all set to perform the necessary steps. Let us explore each of the method one by one:

Cause 1: Incorrect admin password

One of the common causes behind the company file backup issue is providing an incorrect admin password. A viable avenue of fixing the same is by resetting the password. The solution is discussed elaborately below.

Solution: Resetting the password

If you are facing an error message that states: Your data has not been restore if you failed to enter the correct admin password, then you can follow the steps related to automated password reset tool.

  • Start off with downloading the automated password tool for QuickBooks desktop. You can also use this for resetting the QuickBooks admin password in any version of QuickBooks desktop for windows.
  • Further, choose the version of QuickBooks desktop.
Automated password reset tool - Screenshot 1
  • Enter in the QuickBooks license number and business info used when registering QuickBooks and hit Next tab.
  • Accept the license agreementt.
  • Run the tool and enter the token number received on mail.
  • Next, select the QuickBooks version from QuickBooks desktop products drop down.
  • Now choose browse for company file and select the company file you wish to reset the password for.
  • Here, enter correct company file admin user name.
  • Enter the new password and confirm password and select reset and end the process.

Cause 2: The backup is being restored by you over an existing company file

Another potential cause of the issues related to the backup of the company file is when you try to restore a company file backup over an already existing company file. As such you should always make sure not to overwrite the files when restoring the backup.

Solution: Avoid overwriting an existing file

  • Under this, you are supposed to save the file on the location that can be accessed easily.
  • Just in case the file name resembles the other file name then a message would appear on the screen “The file name exists. Would you like to overwrite this file?
  • Click on NO and change the file name.

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Cause 3: If the company file itself is causing error.

At times, certain issues within the company file itself may lead to backup-related issues. The solution to fix this cause is given below.

Solution: Backing up the company file to an external drive or flash drive

  • You are required to move the file menu and select the save copy or backup.
  • Select the backup company and click on next tab.
Backup Company option -Screenshot
  • Pick the local backup option and hit next tab.
  • Select save it now, when asked and hit next tab.
  • Browse to a location on the local drive and select on save tab.
  • Minimize the QuickBooks desktop and locate the backup file on the local drive.
  • Now hit a right click on the file and select copy tab.
  • Open the windows explorer window.
  • The next step is to double click the driver letter that corresponds to the external drive or flash drive to open it.
  • End process by right clicking on the empty space that is inside the window and hit the paste tab.

Cause 4: Any special character in the file

The company file name may be containing some unnecessary blank spaces or special characters. It may also be possible that your company file name is exceeding the specified limit of 32 characters. You need to keep checking on these pointers. The solution below should assist you.

Solution: Renaming the company file and removing special character from the name

Removing any special characters from the name - Screenshot
  • For this, you simply have to launch the QuickBooks desktop and open the company file.
  • Press F2 or Ctrl +1 key for opening the product information window.
  • You are then supposed to note the location of the company file listed in the file information field.
  • It is suggested, if the file name is too long, then it might appear with an ellipsis.
  • You are then required to hover over the file name to display the full name.
  • Heading forward, close QuickBooks desktop.
  • And head to the location of the company file.
    • Windows 10, 8.1, and 8: You need to right click the windows start tab and also choose file explorer.
    • Windows 7 and vista: In this scenario, you simply have to right click on the windows start tab and also choose open windows explorer.
  • Right click the file and go for rename option.
  • As per your windows folder options, you need to set to show or hide extensions for known file types, the file name might appear as company name.qbw or just the company name.
  • You will then have to type in the new company file name and hit enter tab.
  • Just in case the windows prompt to confirm the action, you are required to hit yes tab.

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Other Miscellaneous Reasons

  • In case the company file backup is saved in an external disk, then there is possibility for you to enter such an error Also, just in case the company file name is including any special character.
  • If the size of your company file is more than 3 GB.
  • Another reason can be if there is any other program that is running in the background.

Miscellaneous solutions to fix QuickBooks unable to backup company file error

Method 1: Backing up the company file to an external drive or flash drive

This error can be fixed by backing the company file to some external storage drive.

  • Under this step, you should visit the file menu and select the switch to multi-user mode.
Switch to Single user Mode-Screenshot
  • Select the backup company or save copy and select next tab.
Backup Company option -Screenshot
  • Pick the local backup option and hit next.
  • Select save it now when asked and hit next.
  • Browse to a location on the local drive and select save tab.

Method 2: Running Verify Rebuild utility tools

One important in-built feature of QuickBooks is the Verify and REbuild tool. This lets you fix issues within your company files. It not only rectifies/rebuilds your company file but also verifies any further issues. Use the below-given steps to make use of this tool in fixing the backup company file issues in QuickBooks.

QuickBooks detected no problems with the data - Screenshot
  • Visit the QuickBooks file menu and move to the utilities and verify data tab.
Verify data utility - Screenshot

See Also: Fix QuickBooks won’t open portable company file

Method 3: Setting up QuickBooks desktop to use the new company file name

Open or restore company-screenshot
  • Herein, you simply need to click on open or restore an existing company file from the file menu.
  • Furthermore, go for open a company file and hit next.
  • Choose new company file name and also click on open tab.
Final Words..!

That was all you need to know about backing up issues in QuickBooks desktop company file or QuickBooks unable to back up company file issue. For any queries, concerns, or comments, call us at 1-800-761-1787! Our team of accounting experts will provide your business the right QuickBooks enterprise support that it needs to eliminate errors and technical glitches, ensure success and save some serious money. We have the most relevant solutions to all your QuickBooks errors and other accounting software-related issues.


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