How to Set Up Remote Desktop for Employees Safely in 2026

Here is how to set up remote desktop for employees without exposing your office network. The short version: pick the right Windows edition, turn on Remote Desktop, add only the people who need it, and put a VPN or gateway in front. Never open port 3389 straight to the internet. This is general information, not security or legal advice. I built it from the Microsoft pages listed at the bottom. I did not test these steps on a live company network. Quick answer The office PC must run Windows Pro, Enterprise, or Education. Windows Home cannot be the host. Turn on Remote Desktop in Settings, then add each employee by name. For access from home, use a VPN or an RD Gateway. Do not forward port 3389 on your router. Turn on two-factor sign-in for every account that can connect. Test with one employee before you roll it out to everyone. Which setup fits your company? There are three common ways to give staff remote access. Pick by team size and how much IT help you have. Setup B...
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How to Back Up QuickBooks Company Files in 4 Simple Steps

Here is how to back up QuickBooks company files in plain steps. In QuickBooks Desktop, switch to single-user mode, then use File, Back up Company, Create Local Backup. In QuickBooks Online, a built-in backup exists only on the Advanced plan, so other plans need a different approach.

Quick answer

  • Desktop: File, Back up Company, Create Local Backup. You get one file that ends in .qbb.
  • Set up a schedule so you do not depend on memory.
  • Payroll forms are not in the backup. Save them separately.
  • Online Advanced or Intuit Enterprise Suite: turn on backups under Account and settings, Advanced.
  • Keep one copy off the computer, and test a restore.

First, which QuickBooks do you use?

The steps differ a lot. Pick your row before you read on.

You use...Go to
QuickBooks Desktop (Windows)Method 1 and 2
QuickBooks Online AdvancedMethod 3
Other Online plansMethod 4

Method 1: Back up a QuickBooks Desktop company file by hand

This follows Intuit's official help page for Desktop, which I read on 2026-11-09. I did not run these steps myself.

  1. Open the File menu and choose Switch to Single-user Mode.
  2. Go to File, then Back up Company, then Create Local Backup.
  3. Select Local Backup, then Next.
  4. Click Browse and pick where to save the file.
  5. Optional: set how many backups to keep.
  6. Click OK. QuickBooks runs a check on the backup file.
  7. Choose Save it now, then Next.

When it finishes, you get a single backup file with a .qbb ending. The File menu also shows the time of your last backup. Look there to see if you are overdue.

Method 2: Schedule automatic backups

A manual backup only works if you remember it. A schedule is safer. Intuit's page lists these steps.

  1. Start the same way: single-user mode, then Create Local Backup, then Local Backup.
  2. Under Online and Local Backup, select Complete verification.
  3. Choose Save it now and schedule future backups. You can also pick "Only schedule future backups".
  4. Tick Save backup copy automatically when I close my company file and set how often.
  5. Click New to set a time or day of the week.
  6. Click OK and enter your Windows sign-in password. This gives QuickBooks permission to run the backup.
  7. Click Finish.

Do not forget payroll forms

Intuit says the backup does not include your payroll forms. Save them on their own.

  • Print copies or save them as PDFs (PDFs apply if you use Enhanced Payroll).
  • Find the folder named "[your company name] Tax Forms" in File Explorer and copy the whole folder.
  • If your accountant edits forms, send that folder along with the backup file.

Where should you store the backup?

This part is my own judgment, not from Intuit. Do not keep the only copy on the same computer. If the disk fails or the PC is stolen, you lose both.

  • Keep one copy on an external drive.
  • Keep one copy off-site or in cloud storage you control.
  • Name files by date so you can pick the right one.

One catch from Intuit: if your backups sit on an external device or a hosting service like Box, move them to your local hard drive before you restore. For safe habits with files, see my guide to transferring data to a new computer. Your books are sensitive, so you may also want to password protect the backup folder.

Method 3: QuickBooks Online Advanced

Intuit's online backup page (updated 2026-08-28, read 2026-11-09) covers QuickBooks Online Advanced and Intuit Enterprise Suite. It says Intuit Accountant Suite does not support it.

Turn on automatic backups:

  1. Go to Settings, then Account and settings, then Advanced.
  2. Find Backup and click Edit.
  3. Switch on Turn on backups and click Save.

Run a manual backup: Settings, then Back up company, then Run manual Backup. Choose Full, then Back up.

Intuit says snapshots from the last year are kept. It also lists data that is not backed up, such as recurring transactions, bank feeds and rules, custom reports, custom form templates, and audit log entries. Reconciled transactions do not stay reconciled after a restore.

A restore is not an undo for one item. Intuit says it completely replaces the current file with an older version. Do not use the company while it restores. It can take up to an hour.

Method 4: Other QuickBooks Online plans

The official page I read does not explain backups for Simple Start, Essentials, or Plus. I could not confirm Intuit's current export steps for those plans, so I will not invent them. Search Intuit's help site for exporting reports and lists, or ask your accountant. Treat exports as a partial copy, not a full backup.

Common mistakes

  • Backing up in multi-user mode. Intuit's steps start with single-user mode.
  • Restoring over your live file. A restore can overwrite your existing data if you open it in the same folder. Restore to a separate folder or rename the current file first.
  • Skipping payroll forms.
  • Never testing. Restore a copy once so you know it works. The check QuickBooks runs does not replace this.
  • Weak account security. Turn on two-factor authentication for business accounts.

Which option should you pick?

  • If you use Desktop, schedule backups and copy them off the computer.
  • If you use Online Advanced, turn on backups and save a manual one before big changes.
  • If you use another Online plan, ask your accountant what export set they want.

FAQ

How do I back up a QuickBooks company file?

In QuickBooks Desktop, switch to single-user mode. Then go to File, Back up Company, Create Local Backup, and follow the prompts. You get one file ending in .qbb.

How often should I back up QuickBooks?

Intuit does not give one number on the page I read. A common rule is to back up whenever you would hate to redo the work. Scheduling a backup each time you close the file is an easy start.

Does a QuickBooks backup include payroll forms?

No. Intuit says the backup does not include payroll forms. Save the Tax Forms folder separately.

Can I back up QuickBooks Online?

Yes, on QuickBooks Online Advanced or Intuit Enterprise Suite, through Account and settings, Advanced, Backup. I could not confirm backup steps for other plans.

What is a .qbb file?

It is the backup company file QuickBooks Desktop creates. It is separate from your live company file.

Sources

  • Intuit, Back up your QuickBooks Desktop company file (read 2026-11-09): quickbooks.intuit.com/learn-support/en-us/help-articles/create-a-backup-of-your-company-file/00/238967
  • Intuit, Back up and restore your QuickBooks Online Advanced company (read 2026-11-09): quickbooks.intuit.com/learn-support/en-us/help-article/back-data/back-restore-quickbooks-online-advanced-company/L2Ydvhq3L_US_en_US
  • The restore caution about overwriting in the same folder comes from a search summary of Intuit's restore help, which I did not open (2026-11-09).

This is general information, not accounting, legal, or tax advice. Menus can change by version.

Last updated: November 9, 2026

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