Which QuickBooks File Type Helps Recover Any Data Entered After the Last Backup?


Scott Campbell

In QuickBooks, there are different file types that can be used to store your financial data. One common concern for users is the ability to recover any data that has been entered after the last backup. Let’s explore the different file types and determine which one is best suited for this purpose.

QuickBooks Backup File (.QBB)

The QuickBooks Backup File, with the file extension .QBB, is a compressed and encrypted copy of your company file. It contains all your financial data up until the time of the backup. This file type is typically used for creating a full backup of your data.


  • It ensures a complete snapshot of your financial data at a specific point in time.
  • It can be easily restored to recover all the data entered after the last backup.


  • Creating a .QBB backup file can be time-consuming, especially for large company files.
  • You need to regularly perform backups manually or set up automatic backups to ensure you have an up-to-date copy.

Portable Company File (.QBM)

The Portable Company File, with the file extension .QBM, is another option available in QuickBooks. It’s similar to the .QBB backup file but with some differences.


  • A .QBM file is smaller in size compared to a .QBB file, making it easier to transfer or store.
  • You can create a portable company file even if you don’t have access to the full QuickBooks program.


  • Unlike the .QBB file, a .QBM file cannot be directly opened or restored in QuickBooks. It needs to be converted back to a regular company file (.QBW) before you can access the data.
  • Similar to a .QBB backup file, you need to create portable company files regularly to ensure you have an up-to-date copy of your data.

Regular Company File (.QBW)

A regular company file, with the file extension .QBW, is the default and primary file type used by QuickBooks. It contains all your financial data and is continuously updated as you enter new transactions.


  • It provides real-time access to your financial data without the need for any conversions or additional steps.
  • You can easily recover any data entered after the last backup by using the built-in automatic backup feature in QuickBooks or by manually saving a copy of your company file at regular intervals.


  • If you encounter data corruption or other issues with your .QBW file, it may be more challenging to recover compared to using a .QBB or .QBM file.
  • You need to ensure that you have proper backup procedures in place and regularly save backups of your company files.


In conclusion, if your primary concern is recovering any data entered after the last backup, it’s recommended to use the regular company file (.QBW) along with proper backup practices. The automatic backup feature in QuickBooks can help ensure that you always have an up-to-date copy of your data. However, if you prefer creating separate backup files or need to transfer your data to another computer without access to QuickBooks, using a .QBM file may be more suitable.

Remember, regardless of the file type you choose, regularly backing up your QuickBooks data is crucial for safeguarding against data loss and ensuring the integrity of your financial records.

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