Backup & Data Management

Addsworth Accounting keeps your data synchronized across devices through iCloud. A change or a deletion syncs too, so iCloud is not a backup. A local backup is a separate copy that sync does not change. A backup captures your entire database: every company, GL account, journal entry, fiscal period, report template, and tax code, in a single ZIP archive that you control. This guide covers creating backups, restoring from them, and understanding the relationship between iCloud sync and local archives.

Who is this for?

Business owners, bookkeepers, and accountants who want to protect their data and understand how to recover from data loss or device changes.

Prerequisites

• A company created in Addsworth Accounting (see Getting Started with Addsworth Accounting)
• Familiarity with Finder for saving files

iCloud Sync vs Local Backups

Addsworth Accounting uses iCloud to keep your data in sync across your Apple devices automatically. However, iCloud sync is not a backup; if data is deleted or corrupted on one device, that change propagates everywhere.

Local backups give you a point-in-time snapshot that is independent of iCloud. You can store backup archives on an external drive, in a cloud storage folder, or email them to yourself. If anything goes wrong, you can restore from a backup and get back to a known good state.

Tip: Make a local backup before any major operation: importing large datasets, resetting the database, upgrading the app, or filing tax returns.

Navigating to Backup & Restore

All backup and restore operations are in Settings:

1. Open Settings from the sidebar.
2. Scroll to the Data Management section for backups and data import/export.
3. Scroll further to the Danger Zone section (marked in red) for restore and database reset.

Creating a Backup

1. On your Mac, in the Data Management section of Settings, choose Backup Database.
2. Addsworth Accounting saves any pending changes, then packages the entire database into a ZIP archive.
3. The archive file is named with a timestamp, for example, Addsworth-Backup-2026-02-14-09-30-00.zip.
4. A save dialog appears. Choose a destination folder and click Save.
5. A confirmation alert displays: "Your backup has been saved successfully."

The entire process typically takes a few seconds. A "Processing..." indicator appears while the archive is being created.

Tip: Establish a routine: back up weekly at minimum, and always before performing destructive operations like database resets or large imports.

What Is Included in a Backup

The backup archive contains your complete Core Data database:

• All companies and their settings (name, address, tax jurisdiction, fiscal years)
• The full Chart of Accounts (GL accounts, GIFI code assignments, account hierarchies)
• Every journal entry (drafts, posted, and reversed) with all line items and tax codes
• Bank accounts and imported bank transactions
• Fiscal years and periods
• Tax jurisdictions and tax codes
• Report templates (both seed and custom)
• Audit history and user records

The backup does not include app preferences stored outside the database (such as your last-used window size or toolbar customisations). These are minor settings that do not affect your financial data.

Restoring from a Backup

Warning: Restoring from a backup replaces all current data with the contents of the backup file. Any changes made after the backup was created will be lost. Make sure you have a current backup of your existing data before restoring an older one.

1. On your Mac, in the Danger Zone section of Settings, choose Restore from Backup. A backup holds real books, so restoring requires the one-time Addsworth Core purchase; the button stays disabled until it is owned.
2. A file picker opens. Navigate to and select your backup ZIP file.
3. Addsworth Accounting verifies the archive, then begins the restore process:
4. The current database is removed.
5. The backup archive is extracted and the database files are put in place.
6. The app reinitializes with the restored data.
7. After the restore completes, you will be prompted to select a company. Choose the company you want to work with.

A restore also replaces the books in iCloud. Addsworth Accounting clears the iCloud copy, then publishes the restored books. Your iPhone and iPad replace their copies with the restored books. Restore while the Mac is online.

Tip: If you receive a "Restore Failed" error, verify that the file is a backup archive made by Addsworth Accounting: a ZIP file that holds the database files. The name does not matter. Corrupted or incomplete archives cannot be restored.

Resetting the Database

A full database reset permanently deletes all local data and purges your iCloud zone. Use it only to start again with no data.

1. On your Mac, in the Danger Zone section, choose Reset Database.
2. A warning dialog appears with three options:
3. Back Up and Reset: creates a backup archive first, then resets after you save it. This is the safest choice.
4. Reset Without Backup: resets at once. All data is permanently lost.
5. Cancel: aborts the reset.
6. If you chose Back Up and Reset, save or share the backup file when prompted. The reset proceeds automatically after the file is saved. If you cancel the backup, the reset is also cancelled.
7. After the reset completes, the app returns to its initial state. You will need to accept the terms of use again and either create a new company or restore from a backup.

Warning: Resetting permanently deletes ALL local data AND purges your iCloud zone. Any companies that have not been backed up will be permanently lost. Always choose Back Up and Reset unless you are certain you no longer need the data. A reset needs a network connection when iCloud is in use. If iCloud cannot be cleared after the Mac is reset, the alert Reset Complete, iCloud Not Cleared gives the reason.

Import and Export Data

In addition to full-database backups, Addsworth Accounting supports importing and exporting individual datasets for the active company:

1. In the Data Management section, tap Import / Export Data.
2. The Data Management sheet opens with options for:
3. Chart of Accounts: import from JSON or CSV, or export to JSON.
4. Opening Balances: import starting balances from JSON or CSV (format: GL account number, debit amount, credit amount).
5. Customers and Vendors: open Manage Customers & Vendors… to import and export the lists.

Exports are saved as formatted JSON files suitable for review and archival. This feature is useful for migrating data between companies or sharing account structures with your accountant.

Tip: Data import/export works with the active company only. Switch companies first if you need to import into a different company.

When Another Mac Resets or Restores the Books

You can use more than one Mac with one iCloud account. A reset or a restore on one Mac starts new books in iCloud. Each other Mac then shows Books Reset from Another Mac. Choose Replace Books to replace that Mac's books with the new books. Nothing on that Mac is kept, so make a backup of it before you choose. An iPhone or iPad replaces its copy at once. A reset needs a network connection when iCloud is in use. Without one, it changes nothing.

Best Practices

• Back up before destructive operations. Always create a backup before resetting, restoring, or importing large datasets.
• Store backups off-device. Save archives to iCloud Drive, an external drive, or another cloud service. If the Mac fails, a backup on its own disk is lost with it.
• Label your backups. The timestamp in the filename helps, but consider renaming important archives (for example, Addsworth-Backup-Year-End-2025.zip) so you can find them months later.
• Test your backups. Check that a backup file opens as a ZIP archive and is not empty. A restore replaces your books and the iCloud copy. Test a restore only with a company you can lose.
• Back up after milestones. Year-end close, tax filing, major data imports: these are all good moments to create an archive.

What's Next

• Getting Started with Addsworth Accounting: Return to the overview for the full accounting workflow.
• Setting Up Your Chart of Accounts: Import or rebuild your account structure after a restore.
• Creating Journal Entries: Resume recording transactions with your restored data.
• Bank Reconciliation: Re-verify bank balances after restoring from a backup.
• GST/HST Tracking & Reporting: Confirm tax data integrity after a restore.
• Running Financial Reports: Generate reports to verify your restored data is complete.