Posted by HARRY EDWARD
Filed in Business 6 views
Did the excitement of a new workstation or PC fade when you got to know that you will now have to move QuickBooks to new computer? The fear is not irrational, as no one wants to disrupt their business or lose important files. Do not worry, our technical experts have provided a step-by-step guide on how to move QuickBooks to a new computer just for you.
Moving this important software may require the Migrator Tool or uninstallation and installation on the new computer, based on the version and scale of use. Go through this guide to understand every key point related to this migration process.
Yes, you will not face any problems when transferring QuickBooks to a new system as long as you follow the right process for doing so. If you use QuickBooks Desktop version, then it is advised that you use the Migrator Tool to migrate the software along with three company files. Single users with the US version of QuickBooks Desktop 2018 (or newer) can use this tool for moving their application software. In other cases, users will have to uninstall QuickBooks from the old computer and then install the same on their new PC.
The first step of how to move QuickBooks to a new computer is to know about the prerequisites and important notices. The hardware and software requirements are:
System requirements: Your system should have Windows 11 or above installed on it. Connect your new machine to the internet.
Access requirements: You need to have Company Admin rights in QuickBooks Desktop and the QuickBooks Desktop license number and product numbers. You can find these details either in your Intuit Account or the original purchase email.
Hardware: An external storage drive should be available with sufficient memory to store the QuickBooks files. The QB Migrator tool will let you know how much space is needed for that. Most people require around 150-250MB.
QuickBooks License Number & Product Number: Accessible via your QuickBooks Help menu (select About QuickBooks) or your Customer Account Management Portal (CAMPs).
Internet Connection: Required on the new computer to successfully re-verify your QuickBooks license seat count and activate the software.
Note: Migration is not possible for any 64-bit QuickBooks files except from one 64-bit machine to another. In case you have files on your USB of the 64-bit QuickBooks Desktop 2022 and 2023 versions, the migrator tool will unexpectedly stop when working on a 32-bit Windows system.
Before you perform the QuickBooks deactivate old computer after migration, you need to perform some steps. This ensures that your QuickBooks is moved to another computer without the loss of any important files. We have provided the important checklist below.
Users need to install the latest available maintenance release. It is required before migration.
Updated installations generally restore more smoothly. It also reduces compatibility issues.
Run Verify Data to check for corruption.
Navigate to: File → Utilities → Verify Data
Resolve any reported errors before moving files.
There are two commonly used migration methods.
Backup (.QBB)
You need to have this backup file to complete the QuickBooks backup .qbb file restore new computer process. It is recommended for:
Complete migration
Disaster recovery
New computer setup
Portable Company File (.QBM)
It is useful for:
Smaller transfers
Email sharing
Faster file movement
You need to take note of the:
Company file location
Payroll version
Connected bank accounts
Multi-user configuration
Custom templates
Integrated applications
This information helps you verify everything after migration.
There are basically two methods to transfer your QuickBooks to a new computer. The first one uses the Migrator Tool method, while the second one requires manual installation. We have provided the step-by-step guidelines for the same herein.
The QuickBooks Migrator Tool is the easiest option for many users because it automates much of the transfer process. It is applicable for a single user. You can perform up to three QuickBooks company file transfer new computer process.
Log in as the QuickBooks Administrator.
Open the File menu
Then, select the Utilities option.
Locate the migration option available in your QuickBooks version. You will need to select the "Move QuickBooks to another computer" option.
You will then need to choose the "I'm Ready" option. Customers will then have to create a one-time password.
Use a USB drive with enough available storage.
The Migrator Tool creates encrypted migration files on the drive.
Follow the on-screen prompts. The tool generates:
Migration package
Validation information
Transfer files
Do not modify these files manually. You need to wait some time to let the files be copied.
Insert the same USB drive into your new computer.
The migration process usually launches automatically.
If it doesn't, manually open the migration file from the USB drive.
You need to double-click the file "Move_QuickBooks.bat" present on the flash drive to start the migrator.
Users will have to enter the one-time password they created on the old computer during Step 1.
Select the "Let's go" option at the end.
The Migrator Tool installs:
QuickBooks Desktop
Required components
License information (where applicable)
Depending on system performance, installation may take several minutes.
Users will need to perform some tasks after installation as well.
Restart the computer
Open QuickBooks
Verify the company file opens correctly
Confirm reports display expected balances
If you don't want to use the Migrator Tool, or your QuickBooks edition doesn't support it, you can perform the migration manually. Many accounting professionals prefer this approach because it gives greater control over each step.
Locate and have your QuickBooks product number and license number ready. You can find these on your original purchase confirmation email, your online Intuit Account (CAMPs), or inside the Help menu of your currently installed version. You can find licence/ product number by tapping F2 or the Ctrl+1 key on the old QuickBooks installation.
Users will have to remove the current version of the software (from their system). This is required before they attempt a clean reinstall. You need to access the Control Panel tool. Navigate to "Programs and Features" (or "Add or Remove Programs"). You should then select the existing QuickBooks application. Click Uninstall to remove the application.
Users need to access the new computer (where they want to install QuickBooks Desktop). Download the appropriate installation files directly from the official Intuit website. You can also insert your installation CD into the disc drive.
Open the downloaded installation file (or launch the setup wizard from your CD). Follow the instructions shown on the screen to install QuickBooks Desktop. You will have to enter the license and product keys (when prompted to complete the setup). You can then access the QuickBooks File Restore Backup Copy new computer process.
Perform File > Open or Restore an existing company > Restore a backup copy > Select the Back Up Files to get files on the new system.
When you use the QuickBooks Migrator Tool move to new computer process, it transfers several files. The list includes:
QuickBooks Desktop details (it includes the version and other information needed to install QuickBooks Desktop on the computer)
Up to the last three company files (including specimen files) that you opened on the old computer.
Related files/ custom forms & templates
Scheduled as well as memorized reports
QuickBooks letters and templates
Printer Settings (wpr.ini, PrintEng.ini, and QBPrint.qbp)
Local attachments
Financial Statement Designer (FSD clients)
Spell Checker (UserDictionary.tlx and spell.ini)
Cash Flow Projector (.cfp)
Financial Statement Designer (FSD data)
Loan Manager (.lmr)
Business Planner (.bpw)
Advanced reports (for QuickBooks Enterprise)
Statement writer (for QuickBooks Accountant)
The QuickBooks migration may not transfer everything to the new computer. Users will have to move some files manually. We have provided the related details below.
Payroll & Payment Credentials: For your data protection, all payroll and payment configurations require you to sign in again manually on the new computer.
Intuit Data Protect: This service must be manually uninstalled from your old computer and set up from scratch on your new system.
Older Company Files: Any company files that haven't been opened recently will not transfer automatically; you must move them manually or restore them using Intuit Data Protect.
Multi-User Configurations: All network and multi-user setup environments will need to be reconfigured on the new workstation.
Manual Backup Files: Any historical or manual backup copies of your data will need to be transferred to the new drive yourself.
Users can transfer their QuickBooks files to a new computer. It does not affect your product license. Clients can also transfer the file to a different location on the same computer. Check the applicable steps below.
Install QuickBooks Desktop on the new computer.
Users need to create a backup company file from the old computer.
Name the backup file with a unique filename (to prevent overwriting other files).
Save the backup file in an easy-to-find location (such as the Windows desktop).
Copy the backup company file to the new computer. You can use a flash drive/ external devices for this purpose. Users can also simply share the file when both computers are connected on the same network.
Follow the procedure to restore the backup file to the new computer.
Ensure that the file name is unique.
Users need to make sure that they have downloaded the most current tax table (after moving the file) in case they use payroll.
Customers need to create a backup company file.
Provide a unique name to the created file. It prevents accidental overwrite.
You need to save the backup at a location where one can easily find it (like the Windows desktop).
Make sure to save the backup on the local hard drive even if the company file is hosted on a network.
Users then need to restore the backup to the new location/ folder. You must give it a unique filename.
Note: Users should rename the original company file after the restoration is done. Use the word "old" in the filename (as a reminder not to use it any more).
The first priority of users should be to verify the data integrity. You also need to reconnect external services (like QuickBooks bank feeds reconnect after the move). We have shared those important steps hereunder.
Make sure that QuickBooks activate licence new computer after install process has been performed effectively.
Users need to verify all the company files as well as data.
Customers should connect & test external services. Users should perform the QuickBooks bank feeds reconnect after new computer move. You will also have to complete the QuickBooks payroll tax tables re-download new computer step.
Customers should then reconfigure the network as well as multi-user settings.
You need to set up scheduled backups. Customers will also need to update user permissions.
It is very common to encounter some errors when you move QuickBooks to new computer. This section will help you troubleshoot information for such errors.
Receiving validation errors indicates that you have exhausted all your seats under your QuickBooks licensing plan. You need to log in to your Intuit account (CAMPs online) and manually remove the registration from the old workstation name. Should the old PC be available, uninstalling the application from your computer connected to the internet should alert Intuit to clear up the seat.
In case there is an issue indicating the absence of your data file while using QuickBooks, you should not get worried. This occurs because the file's location points back to an older drive letter. Use Windows Explorer to locate the .qbw file and open it by clicking on the active company file.
In order to fix any activation errors on a newly installed computer system, one needs to install the QuickBooks Tool Hub first. The user should access the Tool Hub, select Program Problems, and click Quick Fix my Program to repair any program issues that may be causing the activation problem. In case these steps don't work, follow the below-mentioned effective steps to troubleshoot:
Zero out the License
Users should force the License Sync online.
Fix 3371 & Installation Errors
To move QuickBooks to new computer, users will have to use the Migrator Tool. You can access it in the Utilities section of the QB Desktop software. This tool is effective for single-user migration (along with up to three files). The manual method offers more control to users, which includes the uninstallation and installation of QuickBooks on the new computer. We have provided the complete steps on how to move QuickBooks to a new computer manually as well. The troubleshooting guide at the end will help you resolve any post-migration errors encountered on the new computer.
Can I use the same QuickBooks on two computers?
Yes! You can use QB software on two computers, depending on the user license as well as the version. The QuickBooks Online can be accessed on an unlimited number of computers. Multiple users can work at the same time as long as the subscription plan allows. Users can also use QuickBooks Desktop on up to two computers. However, a multi-user license is required for simultaneous access.
How many computers can QuickBooks Desktop be installed on?
Users can install QuickBooks Desktop on up to two computers with a single-user license (such as your primary work PC and a home laptop). However, according to the Intuit Software License Agreement, you cannot run both installations simultaneously. It is prohibited unless you purchase a multi-user license.
Can I move QuickBooks 2023 to a new computer after discontinuation?
Customers can move discontinued QB software to a new computer. However, such software will only function offline. You can use one of the two methods shared in this blog for the QuickBooks 2023 discontinued move to new computer.
Where do I find the QuickBooks Migration Tool?
Depending on which migration one intends to perform, the QuickBooks Migration Tool is available in different places. The Migrator tool can be accessed from the Utilities section of QB software (on the old computer). You can also access the same at the URL: https://app.qbo.intuit.com/app/exportqbodatatoqbdt, in your QuickBooks account.
How to reinstall QuickBooks Desktop on a new computer?
Users will have to download the official installer on the new PC. The next step is to set up the Wizard for installation. You then need to transfer/ restore the company backup files. The License as well as Product numbers are needed for this process.
