How to Move QuickBooks to a New Computer: A Step-By-Step Guide

June 13, 2023

How to Move QuickBooks to a New Computer

QuickBooks is a popular accounting software businesses use to track, organize, and report financial transactions and records. If you are transitioning to a new computer, ensuring a seamless transfer of your QuickBooks data is essential. This step-by-step guide will walk you through moving QuickBooks to a new computer, ensuring you retain all your valuable financial information and continue your bookkeeping tasks without interruption.

Contents

Navigating the QuickBooks Desktop Transition

Step 1: Preparing for the Move

Backup Your QuickBooks Data

Note Down License Information

Deactivate QuickBooks on the Old Computer

Step 2: Installing QuickBooks on the New Computer

Download the Latest Version

Install QuickBooks

Step 3: Transferring QuickBooks Data to the New Computer

Transfer the Backup File

Restore the Backup

Verify the Data Transfer

Step 4: Reactivating QuickBooks on the New Computer

Activate QuickBooks

Update QuickBooks

Moving QuickBooks to Another Computer Using the Migrator Tool

Step 1: Preparing the Old Computer

Step 2: Setting up the New Computer

Handling Manual Data Transfer

FAQs

Q1: Can I Move QuickBooks to a New Computer?

Q2: What Is the QuickBooks Migrator Tool?

Q3: How Does the QuickBooks Migrator Tool Work?

Q4: What Do I Need to Use the QuickBooks Migrator Tool?

Q5: Can I Manually Transfer QuickBooks to a New Computer?

Q6: Is There Any Data That Won’t Move Automatically with the Migrator Tool?

Q7: How Do I Register QuickBooks on My New Computer?

Q8: Does the Migrator Tool Work for All Versions of QuickBooks?

Navigating the QuickBooks Desktop Transition

To facilitate a successful transition from QuickBooks Desktop to a new computer, ensure you have the following:

  • Registered QuickBooks software and good internet connectivity on your new machine

  • The QuickBooks setup file or installation disk secured on an external device

  • External storage to house QuickBooks Desktop files

  • QuickBooks license and product registration details on hand

  • A USB flash drive with enough space for your QuickBooks files

  • A backup of your QuickBooks company files with QuickBooks Desktop uninstalled from the old computer

  • Deploying the QuickBooks Migrator Tool

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Step 1: Preparing for the Move

Backup Your QuickBooks Data

Start by creating a backup of your company files and other essential data. Open QuickBooks and go to "File" > "Backup." Follow the on-screen instructions to save the backup file to a secure location, such as an external hard drive or a cloud storage service.

backup data before moving quickbooks

choose between online and local backup before moving quickbooks

Note Down License Information

Locate your QuickBooks license information, including the product key and license number. You will need this information to reactivate QuickBooks on your new computer.

Deactivate QuickBooks on the Old Computer

Open QuickBooks and go to “Help” > Deactivate QuickBooks Desktop.” Follow the prompts to deactivate your license on the old computer. This step is crucial to ensure that you can activate QuickBooks on the new computer.

Step 2: Installing QuickBooks on the New Computer

Download the Latest Version

Visit the official QuickBooks website and download the latest version of QuickBooks that is compatible with your operating system.

Install QuickBooks

Once the download is complete, run the installer file and follow the on-screen instructions to install QuickBooks on your new computer. Enter your product key and license number to activate the software when prompted.

Step 3: Transferring QuickBooks Data to the New Computer

Transfer the Backup File

Connect the external hard drive or access the cloud storage service where you saved the QuickBooks backup file. Copy the backup file to the new computer in a location you can easily access, such as the desktop or the documents folder.

Restore the Backup

Open QuickBooks on the new computer and go to "File" > "Open or Restore Company." Choose "Restore a backup copy" and click "Next." Browse to the location where you copied the backup file and select it. Follow the on-screen instructions to complete the restoration process.

Verify the Data Transfer

Once the restore process is complete, open your company file and ensure that all the data, including your transactions, customers, vendors, and accounts, are intact and accurate. Perform a thorough review to confirm that everything has transferred correctly.

Step 4: Reactivating QuickBooks on the New Computer

Activate QuickBooks

In QuickBooks, go to “Help” > “Activate QuickBooks Desktop” and follow the prompts to activate your license on the new computer. Enter the product key and license number when prompted.

Update QuickBooks

After activation, if you want to update QuickBooks to the latest release, Go to “Help” > “Update QuickBooks Desktop” and follow the instructions to download and install any available updates.

Moving QuickBooks to Another Computer Using the Migrator Tool

The QuickBooks migrator tool in QuickBooks Desktop helps you transfer QuickBooks data from one computer to another. Let's delve into using the QuickBooks migrator tool to seamlessly move QuickBooks to a new computer, ensuring your financial data's integrity.

The QuickBooks Migrator tool simplifies the transfer process, handling the heavy lifting and guiding you through a few easy steps:

Step 1: Preparing the Old Computer

Insert the USB drive into your old computer, open QuickBooks, and then follow “Files” > “Utilities” > “Move QuickBooks to another computer.”

move quickbooks to another computer

Select "I'm Ready" and create a unique password to protect your company files on the USB flash drive.

moving quickbooks to another computer

Follow the guided instructions to initiate the copying of files. Remember, the duration of this process will be dictated by your file size.

using password to protect quickbooks data before moving

Step 2: Setting up the New Computer

  • Plug the USB drive into the new computer. Due to Windows security measures, you must launch the Migrator tool manually

  • Find and run the Move_QuickBooks.bat file located on the flash drive

  • Key in the unique password created earlier and let the tool run its course

Once the process concludes, the QuickBooks Migrator tool file will self-delete, leaving all other data intact. For clarity, you may wish to rename the files from the old system.

To wrap up, go to the Help tab, click on "Register QuickBooks,” and complete registration by entering key details like phone number, postal code, and license key.

Handling Manual Data Transfer

Some information does not automatically migrate and will require manual transfer. These include:

  • Uninstalling Intuit data protect on the old system and logging in again on the new one

  • QuickBooks payroll and Payment service data must be manually transferred by signing in on the new system

  • Multi-user setup information also needs a manual transfer

  • Any manual backups you've created will also need to be manually copied

Moving QuickBooks Desktop from an old to a new computer can be smooth and hassle-free with the QuickBooks Migrator tool. Follow this comprehensive guide and experience a seamless transition while keeping your business finances in check. For any additional help, QuickBooks support is available round the clock.

FAQs

Q1: Can I Move QuickBooks to a New Computer?

Yes, QuickBooks can be manually moved to a new computer or using the QuickBooks Migrator tool.

Q2: What Is the QuickBooks Migrator Tool?

The QuickBooks Migrator tool is an inbuilt feature that assists in moving QuickBooks data and settings from an old computer to a new one.

Q3: How Does the QuickBooks Migrator Tool Work?

The Migrator tool copies your QuickBooks data onto a USB flash drive, which can then be used to transfer the data to a new computer. After the transfer, the tool will automatically install the appropriate version of QuickBooks on the new computer.

Q4: What Do I Need to Use the QuickBooks Migrator Tool?

You'll need a USB flash drive with enough free space to hold your QuickBooks files and access the admin account of QuickBooks.

Q5: Can I Manually Transfer QuickBooks to a New Computer?

Yes, you can manually transfer QuickBooks data by creating a backup of your company files and restoring them on the new computer.

Q6: Is There Any Data That Won’t Move Automatically with the Migrator Tool?

Specific data like Intuit data, company files, QuickBooks Payroll and Payment service data, multi-user setup information, and manual backups need to be transferred manually.

Q7: How Do I Register QuickBooks on My New Computer?

After moving QuickBooks to your new computer:

  • Go to the Help tab

  • Click "Register QuickBooks"

  • Fill in your phone number, postal code, and license key to complete the registration

Q8: Does the Migrator Tool Work for All Versions of QuickBooks?

The Migrator tool works for QuickBooks 2018 and newer versions. For older versions, you'll need to transfer your data manually.

Need a step-by-step guide? Watch this video

https://youtu.be/zKQvYa3tX4Y

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move QuickBooks data to a new computer

QuickBooks backup and restore

QuickBooks migrator tool

transfer QuickBooks to another computer