Backing up Your Files
Overview
Regular backups are essential for protecting your payroll data. In the payroll business, losing data without a backup means you are out of business. Perform backups on a daily basis. With modern hardware, this process should take no more than 5 minutes.
Why Backups Matter
Payroll data includes employee records, paycheck history, tax withholding details, and year-to-date totals. If this data is lost due to a hardware failure, accidental deletion, or software corruption, reconstructing it would be extremely difficult and time-consuming. A current backup allows you to restore and continue processing with minimal disruption.
Backup Methods
You can use any third-party backup utility you currently use to back up your entire hard disk. Continue using it alongside the ProPay backup utility.
We strongly recommend using the ProPay Backup utility in addition to your existing backup solution. ProPay's built-in backup ensures that all payroll-specific files are captured correctly.
How to Back up ProPay Files
- Go to Utilities > Backup ProPay files on the ProPay Main Menu.
- A password prompt appears. Enter your Level 1 password.
- Select whether to back up a Single Client or ALL Clients.
- Choose the destination directory for the backup files.
- ProPay launches the backup utility (`ppback32.exe`), which compresses your data files into the destination folder.
> Note: After the backup completes, ProPay may prompt you to close the application. You can choose to continue working or exit.
What Gets Backed Up
The ProPay backup utility copies all data files for the selected client(s), including:
| File Type | Description |
|---|---|
| Employee master files | Employee records, pay rates, tax settings, deductions |
| Payroll detail files | Individual paycheck records with all pay components |
| Company setup files | Company configuration, tax IDs, pay frequencies |
| Tax records | Tax deposit history, filing records |
| Deduction files | Garnishment and agency payment records |
| Job costing files | Job master and detail records (if job costing is enabled) |
| Workers comp files | Workers compensation codes, rates, and payment records |
| Department files | Department definitions |
| Direct deposit files | Direct deposit configuration |
| Change history files | Employee data change audit logs |
Backup Destination Recommendations
Your backup destination directory can be located on:
- Local drive -- Another drive on the same computer (e.g., `D:\Backups\ProPay`)
- Network drive -- Shared drive on your network
- USB removable drive -- External USB drive
- Any other device attached to your PC
Best practices for server-based files
If your source files are on a Server PC:
- Choose a destination directory on your local PC in addition to any external drives
- You may perform daily backups to more than one destination directory on multiple workstations in your office
This creates multiple backup copies for added protection.
Backup Frequency Recommendations
| Frequency | When |
|---|---|
| Daily | Every day you process payroll or make changes to employee data |
| Before updates | Before installing a new version of ProPay or running file conversions |
| Before year-end | Before transferring clients to a new year |
| Weekly (at minimum) | Even during slow periods when no payroll is being processed |
Restoring From a Backup
If you need to restore your data from a backup:
- Locate your most recent backup files.
- Use the ProPay restore utility or copy the backup files back to the ProPay data directory at `C:\PAYSOFT\PROPAY26\`.
- Verify the restored data by opening a client and checking recent payroll records.
> Important: Restoring from a backup will overwrite any changes made since the backup was created. Make sure you understand what data may be lost before restoring.
Tips
- Keep multiple generations of backups. Do not overwrite the same backup file every day. Use dated folders (e.g., `Backup-2026-02-16`) so you can go back to an earlier point if needed.
- Test your backups periodically by restoring to a test location to make sure the files are not corrupted.
- Store off-site copies by keeping a USB drive backup at a different location from your office, or use a cloud backup service for an additional layer of protection.
- Do not rely solely on the ProPay backup utility. Use it in combination with your regular system backup for comprehensive data protection.