Backups lets you download a copy of your organization’s records for a selected period as a single zip file, so you can keep your own offline copy of your books.
Each backup includes your General Ledger, a PDF of each transaction, and any files uploaded to your transactions.
Files are organized into folders by transaction type, month, and contact.
Backups is available to organizations on an annual subscription.
To create backups, you need Admin access plus access to Organization Details.
Note: On a monthly subscription, the Backups tab shows a prompt to upgrade your plan.
Go to Settings → Data Transfer → Backups.
Click + New Backup.
Select a period from the Period dropdown.
Click Start Backup.
Your backup is prepared in the background, so you can continue working in Juan while it’s being generated.
Note: The download link is sent to the email address shown in the New Backup window.
You can choose from the following periods:
This Month
This Financial Quarter
This Financial Year
Last Month
Last Financial Quarter
Last Financial Year
Custom
To set your own date range, select Custom, then click the calendar icons to choose the start date and end date.
Note: Each backup can cover up to 12 months. To back up a longer period, create a separate backup for each 12-month range.
Go to Settings → Data Transfer → Backups.
The top section shows your most recent backup, including the date it was created, the period covered, the number of months and documents, and the file size.
Backup History lists all your backups with the following details:
Period: the date range covered by the backup
Requested By: the user who created the backup
Created: the date the backup was generated
Status: shows Ready once the backup is available to download, or an error message if the backup failed
Expires: the last day the download link is valid
When your backup is ready, a download link is emailed to the user who requested it.
You can also download it from Backup History in Settings → Data Transfer → Backups. Hover over the backup and click the download icon at the end of the row.
Download links are valid for 14 days from the date the backup is created.
Note: Once a backup expires, create a new backup for the same period.
Your backup downloads as a zip file. Unzip it to access your records.
Ledger: your General Ledger for the selected period in Excel
Transaction folders: one folder per transaction type (e.g., Invoices, Sale Payments, Journals, Cashflows), then by month and contact
Documents: a PDF of each transaction, such as the invoice, delivery slip, and sales voucher
Attachments: files uploaded to each transaction
_README.txt: explains the folder structure and what each file status means
_MANIFEST.csv: lists every transaction and file in the backup
All transactions dated within the selected period are included, except drafts.
Voided transactions are included, and their file names end in “(Void)”.
Transactions without a contact are saved under the “No Contacts” folder.
Fixed Assets, Deferrals, and Bank Statements are not grouped by contact.
Claims are grouped by employee.
Open _MANIFEST.csv. It lists each transaction’s type, reference, status, date, contact, file path, and file status.
Record Status shows the transaction’s own status, such as Unpaid, Paid, or Void.
File Status shows what happened to each file:
STORED: the existing file was copied as it was
GENERATED: no saved PDF was available, so one was created for the backup
MISSING_PDF: no saved PDF was available and one could not be created
UNREADABLE: the file is linked to the transaction but could not be read
NO_FILES: the transaction has no files
The end of README.txt shows how many files are listed as MISSINGPDF or UNREADABLE.
No. You can create as many backups as you need.
Each backup can cover a maximum of 12 months.
