If your bookkeeping lives in a spreadsheet, you probably know where the file is. If it lives in a cloud service, somebody else keeps a copy. Local-first software works differently, and it is worth understanding before you rely on it. This guide explains what “local-first” means, what a JSON backup is, and a simple routine for keeping copies of your records. It is a starting point, not a complete guide, and your own setup may call for more.
What “Local-First” Means
Local-first software is designed to keep your records on your own device instead of on the company's servers. With the Jaziento tools, your income, expenses, property details and guest information are designed to be saved in your web browser. That has some upsides:
- It is designed to be quick, because your records do not have to travel across the internet each time you open a screen.
- Your records are not stored in a company database that someone else could lose, sell or change the terms on.
- There is no monthly fee tied to keeping access to your own numbers.
It also has a trade-off that is easy to miss: because we do not hold a copy of your records, we cannot restore them for you. Keeping your own backups is your responsibility.
What Is a JSON Backup?
JSON is a plain, widely used file format for storing structured information. You do not need to read it or understand it. In practice, a JSON backup is a single file that holds a snapshot of your records. You save it to your own computer, and you can import it later to restore them.
Think of it like exporting a spreadsheet, except that it is designed to be read back by the software, not opened and edited by hand. Avoid editing the file yourself, because a small change can make it unreadable.
Why Back Up Regularly?
Records kept in a browser can be affected by everyday things, and a regular backup takes care of most of them. Some examples:
- Clearing your browser's site data or history, which can remove saved records along with it.
- Switching to a new computer, phone or browser. Records saved in one browser do not automatically appear in another.
- A computer that fails, is lost or is stolen.
- Browser or system settings that clean up stored data automatically.
This list is not complete. The good news is that a simple habit goes a long way: a recent backup file can turn most of these into a minor inconvenience.
A Simple Backup Routine
- Save a backup after each monthly session. If you already do a monthly bookkeeping routine, add this as the last step. Our monthly bookkeeping routine shows one way to do it.
- Save an extra one before big changes. That includes importing data, merging records, moving from one tool to another, or clearing your browser.
- Name files with the date. Something like “rentals-backup-2026-10-26” makes it easy to find the latest one and to see if you have been skipping months.
- Keep more than one copy, in more than one place. For example, your computer plus an external drive or a cloud storage account you already use. One copy on the same computer as your browser protects you from less.
- Keep several older versions. If a mistake goes unnoticed for a few weeks, an older backup may be the only clean one.
Restoring From a Backup
To restore, you import your backup file back into the tool. When there are already records saved, you may be asked whether to merge the imported records with what is there or to replace it. Think about which you want before you choose, since replacing can overwrite records you meant to keep. Afterward, review your records to make sure everything came across as you expect.
It is a good idea to practice a restore now and then, not only when something goes wrong. Trying it once is the easiest way to feel confident that your backup is working and that you know the steps.
Moving Between Tools
The same backup file is how you move up from one tool to another. For example, you can export a backup from the Single-Property Host Starter Kit and import it into the Multi-Property Operations & Tax Command Suite when you add a second property. It is a one-time import, not an automatic sync. Review your records after importing.
Keeping Your Device Secure
Because your records stay with you, the security of your device matters too. Some general habits that may help: use a screen lock, keep your operating system and browser updated, and think about who else uses the computer. Backup files hold the same information as your records, so store them with the same care. Ask your own IT or security contact if you need guidance for your situation.
How Long to Keep Records
How long you should keep rental records depends on your situation, and we cannot tell you. It is worth asking your CPA or other qualified tax professional how long to keep your records and your backup files, and in what form. Keep their answer with your backups so you can find it later.
A Short Backup Checklist
- Do I have a backup from this month?
- Is there a copy somewhere other than the computer I use every day?
- Do I know which file is the newest?
- Have I tried restoring from one, at least once?
- What else does my own setup need? Add your own items.
The Starter Kit and the Command Suite are designed to keep your records in your browser, with JSON backups you create and keep yourself, and you pay once with no monthly fee.