How to Transfer QuickBooks From an Old Computer to a New One

When you upgrade to a new computer, you can transfer your QuickBooks information so you don't lose any work. Transferring your QuickBooks file requires several distinct steps. You must create a backup file, install QuickBooks on your new computer and restore the backup on the new computer.

Create a Backup File

To back up your company file, follow these directions:

  1. Insert the external device you'll use to transfer your QuickBooks file to the new computer. This could be a flash drive, a CD or a DVD.
  2. Navigate to the file menu and choose Create Backup. Choose the Local Backup option.
  3. Select Options. Click Browse and navigate to the location of the external device you're using to save your backup.
  4. Give your backup file a recognizable and specific name, like XYZ Company New Computer Backup 01-01-2015. Select Ok, then click Next.
  5. Click Save it Now and Finish to start the backup process. Once the process has completed, remove the external device from the computer.

Install QuickBooks on the New Computer

  1. Insert your QuickBooks software CD into the disk drive on your new computer. 
  2. Follow the software prompts to install QuickBooks.

Tips

  • If you no longer have your QuickBooks CD, you can download the installation files by providing your product license number. If you've forgotten your product license number, you can retrieve it by providing your business phone number or logging into your online QuickBooks account.

Restore the Backup File on the New Computer

To restore the backup file so you can use it on your new computer, follow these instructions:

  1. Insert the external device with your QuickBooks backup into the new computer.
  2. In QuickBooks, navigate to File and select Open or Restore Company.
  3. Select Restore a Backup Copy and click Next. 
  4. Select Local Backup and click next.
  5. If QuickBooks does not automatically detect the backup file, navigate to the external device location and click on the backup file.
  6. Click Open and Next. Select Save In and navigate to the location on your computer where you want to restore and save the backup file.
  7. Select Save to restore the QuickBooks file to your new computer.

Warnings

  • After moving the file to the new computer, QuickBooks recommends that you uninstall the QuickBooks software from the old computer and either move or rename the backup file. This prevents you from accidentally working in the wrong company file.

About the Author

Based in San Diego, Calif., Madison Garcia is a writer specializing in business topics. Garcia received her Master of Science in accountancy from San Diego State University.