QuickBooks Online Cyber Security: How to Protect Your Financial Data

Susan Cook
Jul 29
3 min read

A picture of an entrepreneur and business owner setting up two factor authentication, backing up their QuickBooks Online data file, and achieving QuickBooks Online Cyber Security.

Cybersecurity isn’t just a buzzword—it’s business-critical. As QuickBooks Online becomes a central hub for invoices, payroll, banking, and customer data, it’s also a prime target for cybercrime. The good news? There easy ways to make your business more secure without a full-time IT department.

In this blog, we’ll walk you through common vulnerabilities, show you how to lock down your QuickBooks Online account, and share easy, smart habits business owners can adopt.

Top Cyber Threats Facing Small Businesses Using QuickBooks Online in 2025

Weak or reused passwords (leading to account breaches)
Phishing emails mimicking Intuit
Access from unsecured networks (like public Wi-Fi)
No backup strategy for your QBO data

5 Smart Ways to Improve Your QuickBooks Online Cyber Security in 2025

1. Turn on Two-Factor Authentication (2FA)

Two-Factor Authentication adds an extra layer of security to your QuickBooks account by requiring both a password and a one-time code sent to your phone or email. Even if your password is compromised, 2FA helps keep attackers out.

How to enable: ⚙️ Go to Account & Settings > Security > Two-Step Verification

This is one of the simplest and most effective ways to protect your data.

2. Review User Access and Apply the Principle of Least Privilege

Cybersecurity isn't just about external threats—it also involves managing internal access. The Principle of Least Privilege means every user in your QuickBooks account should have only the permissions necessary to do their job—and nothing more.

Why the Principle of Least Privilege matters:

Limits the damage that can be done by compromised or careless accounts
Reduces the risk of unauthorized changes to sensitive financial data
Keeps audit trails cleaner and more trustworthy

What you should do each quarter to manage user access in QuickBooks Online:

Remove users who no longer need access
Review permission levels for current team members
Assign roles based on business needs, not convenience

3. Improve Password Hygene: Use Strong, Unique Passwords

Passwords remain one of the most common weak points in cybersecurity. Avoid using personal information, dictionary words, or the same password across multiple platforms.

Tips for better password hygiene:

Use a password manager to create and store long, complex passwords.

Change passwords regularly and require staff to do the same.

Avoid sharing passwords via email or text. Use secure sharing tools instead.

4. Beware of Phishing Scams

Cybercriminals often impersonate trusted companies like Intuit to trick users into giving up sensitive information. Phishing emails may look legitimate but contain dangerous links or attachments.

How to protect yourself from Phishing Scams:

Always verify the sender’s email address—look for subtle misspellings or inconsistencies.

Hover over links before clicking to see where they actually lead.
Never enter your QuickBooks credentials after clicking a link in an unexpected message.
When in doubt, contact Intuit support directly instead of replying to suspicious messages.

5. Why to Back Up Your QuickBooks Online Data

QuickBooks Online doesn't include a native full-account restore option. If data is deleted or corrupted, it can be difficult—or impossible—to recover. That's why having a dedicated backup solution is critical.

How to back up your QuickBooks Online Data:

Use a trusted third-party tool like Rewind to automatically back up your QuickBooks data daily.
Ensure your backup tool allows for version history and point-in-time recovery.
Test your backups periodically to confirm they can be restored when needed.

A solid backup strategy protects you from everything from accidental deletion to ransomware, and improves your QuickBooks Online cyber security.

Bonus Tip: Automation Can Help Reduce Fraud

We talk a lot about automation—because it works. But beyond saving time and reducing manual errors, automation can also help protect your business against internal fraud.

When tasks are automated, there’s less opportunity for manual manipulation of records, "creative categorizing," or unchecked access to sensitive financial workflows. Plus, automation creates consistent, reviewable trails that are easier to audit.

Here’s how smart automation supports fraud prevention:

🔀 Bank Rules

Consistently categorize transactions, reducing the chance of misclassified or hidden expenses. This makes it easier to spot outliers and suspicious charges.