How to Move QuickBooks to a New Computer

The fastest way to move QuickBooks is to back up your company file on the old computer, then restore it on the new one

Moving QuickBooks to a new computer takes about 30 minutes if you follow the backup-and-restore method. You do not need to reinstall everything from scratch or re-enter your data. QuickBooks stores all your company information in a single file, and you can copy that file to the new machine along with your license.

The process has three main steps: back up your company file on the old computer, transfer that backup file to the new computer, and restore it there. You will also need to install QuickBooks on the new machine first. If you are moving to a different version of QuickBooks (say, from 2022 to 2024), the restore will convert your file automatically.

Key Takeaways

Back up your company file on the old computer using File > Create Backup, then save the backup file to a USB drive or cloud storage.
Install QuickBooks on the new computer using your license key or login credentials before you restore the backup.
Restore the backup file on the new computer by opening QuickBooks, going to File > Open or Restore Company, and selecting the backup file you transferred.
Verify that all your data appears correctly on the new computer, then uninstall QuickBooks from the old machine if you no longer need it there.
If you use QuickBooks Online, you do not need to move anything—your data is already in the cloud and accessible from any computer.

Back up your company file on the old computer

Open QuickBooks on your current computer and go to the File menu at the top left. Select "Create Backup" (the exact wording varies slightly by version, but it will say "Backup" or "Back Up Company"). QuickBooks will ask you where to save the backup file.

Save the backup to a USB drive, external hard drive, or cloud storage folder like Google Drive or Dropbox. Do not save it to your Desktop or Documents folder—those are straightforward to lose track of. A USB drive is the most straightforward option if you have one. The backup file will be named something like "YourCompanyName.QBB" and will be several hundred megabytes in size, depending on how much data you have.

Before you close QuickBooks, make sure no one else is using the company file. If you are on a network and other users have the file open, the backup may be incomplete. Close QuickBooks entirely after the backup finishes.

Install QuickBooks on the new computer

On the new computer, read QuickBooks from Intuit's website or use the installation disc if you have one. You will need your license key or your Intuit account login to complete the installation. If you do not have your license key, you can find it in your Intuit account under "Licenses and Installations."

Run the installer and follow the on-screen prompts. Choose the same version of QuickBooks you are moving from if possible—if you are moving from QuickBooks Desktop 2023, install QuickBooks Desktop 2023 on the new machine. The installation takes 10 to 15 minutes. Do not open a company file yet; you will do that in the next step.

If you are moving to a newer version of QuickBooks (for example, from 2022 to 2024), you can install the newer version instead. QuickBooks will convert your backup file automatically when you restore it, though the conversion may take a few extra minutes.

Transfer the backup file to the new computer

If you saved your backup to a USB drive, plug it into the new computer. If you saved it to cloud storage, open that folder on the new computer and read the backup file to a location you can find easily—your Desktop or Documents folder is fine for this step.

Make sure the backup file is fully copied or downloaded before you move to the next step. If you are using a USB drive, wait for the transfer to finish and then safely eject the drive.

Restore the backup file on the new computer

Open QuickBooks on the new computer. Go to File at the top left, then select "Open or Restore Company" (or "Restore a Backup" depending on your version). QuickBooks will ask whether you want to open a company file or restore a backup. Choose "Restore a Backup."

Navigate to the backup file you just transferred and select it. QuickBooks will ask where you want to save the restored company file on the new computer. The default location is usually fine—it will be in your QuickBooks folder. Click "Save" and let QuickBooks restore the file. This step takes 2 to 5 minutes depending on the size of your file.

When the restore is complete, your company file will open in QuickBooks on the new computer. All your accounts, transactions, customers, vendors, and reports will be exactly as they were on the old machine.

Verify your data and clean up the old computer

Spend a few minutes checking that everything looks right. Open a few reports, look at your customer list, and verify that recent transactions are there. If anything looks wrong, close the file without saving and try the restore again from the backup.

Once you are confident the data is correct, you can uninstall QuickBooks from the old computer if you no longer need it. Go to Settings > Apps > Apps and Features (on Windows) or Applications (on Mac), find QuickBooks, and select Uninstall. You can keep the backup file on the USB drive or in cloud storage as a safety copy.

If you are moving your license to the new computer permanently, you may need to deactivate it on the old machine first. Open QuickBooks on the old computer, go to Help > Deactivate License, and follow the prompts. This frees up your license to use on the new computer.

What to do if you use QuickBooks Online

If you use QuickBooks Online instead of QuickBooks Desktop, you do not need to move anything. Your company file is stored on Intuit's servers, not on your computer. straightforward log into your Intuit account on the new computer, and all your data will be there. You can use QuickBooks Online from any computer with an internet connection.

If you have QuickBooks Desktop and want to switch to QuickBooks Online, that is a separate process that involves converting your file. Contact Intuit support or consult their migration guide for that option.

Common mistakes to avoid

Do not try to copy the company file directly without using the backup feature. The company file is locked while QuickBooks is running, and a direct copy may be incomplete or corrupted. Always use the "Create Backup" function.

Do not restore the backup to the old computer by mistake. Make sure you are opening QuickBooks on the new machine before you restore. If you restore to the old computer, you will have two copies of the file, which can cause confusion later.

Do not delete the backup file when ready after restoring. Keep it on your USB drive or in cloud storage for at least a week, in case you need to restore again. Once you are certain everything is working, you can delete it.

Do not forget to deactivate your license on the old computer if you are moving it permanently. If you do not deactivate, you may not be able to set up it on the new machine, and you will have to contact Intuit support to fix it.

Frequently Asked Questions

Can I move QuickBooks to a new computer while the old one is still running?

Yes. You can back up the file, transfer it, and restore it on the new computer while the old computer is still in use. Just make sure no one is using the company file when you create the backup. Once the new computer is set up and working, you can uninstall QuickBooks from the old one whenever you are ready.

What if I forgot my license key?

Log into your Intuit account at intuit.com and go to "Licenses and Installations." Your license key will be listed there. If you do not remember your Intuit login, use the "Forgot Password" option on the Intuit website to reset it.

Will my backup file work if I move to a different version of QuickBooks?

Yes. If you restore a backup from an older version of QuickBooks into a newer version, QuickBooks will convert the file automatically. The conversion usually takes a few extra minutes. You cannot restore a backup from a newer version into an older version.

How long does the backup and restore process take?

Creating a backup takes 5 to 10 minutes. Transferring the file to a USB drive takes 2 to 5 minutes depending on file size. Restoring on the new computer takes 2 to 5 minutes. The entire process from start to finish is usually 30 to 45 minutes.

What if the restore fails or the file will not open?

Try restoring the backup again from the beginning. If it fails a second time, the backup file may be corrupted. Go back to the old computer, create a new backup, and transfer that one instead. If you still have trouble, contact Intuit support with the error message you are seeing.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.