Did you get yourself a shiny new computer on Black Friday or Cyber Monday? Or maybe you just need to get some year-end bookkeeping done on your laptop over the holidays?

If you need to get QuickBooks from one computer to another, it’s not a big deal. Here’s what you do:

1. Computer #2: Install QuickBooks (you’ll need your original install disk or downloaded install file, plus your installation codes that came with the software.)

2. Computer #2: Update QuickBooks: Run QuickBooks and click on Help / Update QuickBooks. That way, you’ll have the same QuickBooks updates on computer #2 that are on computer #1.

3. Computer #1: Backup your company data. You can back it up to any medium that will be accessible to computer #2. That would normally include CDs, USB/flash drives, external hard drives, or online storage services (like Global DataVault.)

The smallest backup you can make is a Portable file. This kind of backup is only about 20-25% the size of your regular QBW company file, yet it contains all your data. (The backup excludes the internal indexing in the file – that’s why it’s both smaller and takes longer to make and restore.)

4. If you made a backup to a physical backup drive, take it to computer #2 and plug it in or insert it. If your backup is online somewhere, download it to computer #2’s hard drive or desktop.

5. Computer #2: Run QuickBooks, and at the opening dialog box select “Open or restore an existing company”, and then “Restore a portable file” (or “Restore a backup copy” if you are bringing over a regular backup copy from computer #1.)

6. Computer #2: Navigate to the drive and folder where your backup is, and select the backup file.

7. Computer #2: Specify where you want the file to be restored to. You can accept the default that QuickBooks suggests, or point to a particular folder that makes sense to you. My Documents is not a bad choice.

8. Computer #2: Finish the restore.

Once your data is restored, everything should be set up for you to work in QuickBooks on your new computer. If you need to take your company file back to computer #1, simply reverse the process for steps #3-8.

What’s your favorite way to move QuickBooks data between computers?

312 thoughts on “How to Transfer QuickBooks from One Computer to Another

  1. I currently run QB Pro 2014 for windows and just bought a mac. I use enhanced payroll and really don’t want to add another subscription to the mac while I’m still using the 2 other pc’s I have. Is there anyway around this like somehow connecting my windows subscription to the mac?

    Reply
    • Hi Jenn,

      A lot of people run Windows versions of QuickBooks on Macs, using Windows emulation mode. I don’t know much of the details of that, but I think that you should be able to run it from there and use your subscription. Thanks for the question.

      Reply
  2. Hi, I have been using Quickbooks Pro 2010 on my netbook for 3 years, and due to my netbook slowing down, have recently purchased a more powerful HP15. I have successfully installed the files on the new Windows 8.1 OS, but I have a problem when trying to Update Quickbooks.
    My Quickbooks Pro 2010 CD was Maintenance Release 2, but has automatically updated to Release 4. When I try to Update on my new HP15, the latest Release will not update, and says “Error 15271 A File Cannot be Validated”.
    Thus it will not restore my backup which is Release 4, on to Release 2 files.
    I have restarted and turned off the Antivurus and the Firewall but to no avail. Can you suggest anything to help please?

    Reply
  3. Okay. I typed the Error 15271 in to the Intuit support site, and they advised right clicking on the desktop and selecting Run as Administrator to gain the latest Release 5 update. I have loaded my Quickbooks Pro 2010 R2 in the CD drive, updated and restored my file successfully. It’s only easy when you know how.

    Reply
  4. I have QB 2004, my hard drive crashed. I bought a new desktop and installed QB 2004 on it.
    Can I copy all of the .qbw files over to my new computer to retrieve my data. I have no backups and my old hard drive is crashed.
    Thanx

    Reply
    • Hi D,

      That’s a tough place to be. No backups and the HD crashed….you can try getting your hard drive recovered, but chances are quite low that you’ll end up with usable data, and it usually costs hundreds of dollars for the attempt. Sorry no magic bullet.

      Reply
  5. Hi..I have always used QB pro 2004 w/ XP, but just bought a new computer w/ W7. The disc will install fine, but installing the old company to the new computer asks for user name, and password which is wont recongnize. I can create a new company but not open the old one. Any suggestions for getting the password to be recognized?
    Thanks! Tina

    Reply
  6. I have a multi-user quickbooks license for 2 users. One of the PCs that serves as the primary PC is used to host the company’s QKs files. The second PC (secondary PC) taps into the primary PC to access the company’s files and make transactions. My situation now is that I need to replace the secondary PC with a newer PC. How can I setup the new secondary PC to access the Main PC for Quickbooks Transactions? All the suggestions that I have read online only pertains to a single-user files transfer to a new computer, but nothing so far on a multi-user, secondary PC Quickbooks files transfer.

    Sincerely,
    Sulayman

    Reply
  7. Hi, my old dell OptiPlex mother board died whilst I was using QB. I managed to get the hard drive into an enclosure and have retrived a lot of my data. I couldn’t find find the original QB cd so I bought Pro 2015, installed and run it. I have managed to restore an old backup, but cannot find the data for the past year or so that I was working on when the dell died. Can you help?

    Reply
    • Hi Paul,

      That’s a shame. Do a search on *.QBW on your old drive. Your file should show up. If you find it but it seems like old information, then it’s an image of your file from an older time, and not much you can do about that. Also search for *.QBB and *.QBM, which are (hopefully current) backups. Thanks for the question.

      Reply
  8. We have a QuickBooks 2014 on our Foundation Computer and a copy on my home computer. I’m no longer going to be handling the QuickBooks file for our Foundation, so I want to remove it from my computer so the new Treasurer of the Foundation can install a copy on her laptop. Do I simply uninstall it from my computer (after backing up of course) and then she will be able to install a copy on her computer? Or do I need to contact Intuit to let them know we are switching where we are installing our 2nd copy?

    Reply
  9. If I have QB 2013 on an XP PC will I then be able to open and manipulate those files on a laptop running windows 7 or 8 with QB 2013 installed on it?

    Reply
  10. My Windows XP crashed on my old computer. (On the exact day I was planning on transferring to a new computer which is Windows 7…how convenient). I have a 2007 Quickbooks install disc. I had upgraded it online to 2012 quickbooks and that is what I have backed up on my flashdrive is the 2012 version. 2 questions: How do I upgrade my new computer back to the 2012 I had paid for? I’m assuming that the restore is not working because my backup is 2012 and the version available on my desktop is 2007, is this correct?

    Any help is greatly appreciated!
    Sincerly,
    Freaking out at Tax Time!!!

    Reply
    • Hi Amanda,

      Sorry to hear of those troubles.

      So it seems that you had downloaded QuickBooks 2012 and installed it..but then that computer crashed. If you have your install/registration codes from when you downloaded it before, you can download QuickBooks 2012 from http://support.quickbooks.intuit.com/Support/ProductUpdates.aspx . Then when you install it, use your codes.

      Yes, if your data is in 2012 format, version 2007 program won’t know how to restore it. You’ll have to get QB 2012 or later on your system.

      Good luck, and thanks for the question.

      Reply
  11. The method mentioned in this article probably does not work for real-world QB files. In general, QB strips all the linked documentation from an export file. So, if your QB file on Computer 1 has documentation attached to each transaction, as it should for your auditor, how do you move this documentation and links to Computer 2? I can make the documentation movement myself manually, but this is extremely labor intensive. I’d like to hear how others have moved linked documents from one computer to another.

    Reply
  12. I have QB Pro 2008 for windows on my desktop. My employer would like to move it to his Mac laptop. Do I undersyand correctly that 1) he needs to purchase the latest QB for Mac, and if I give him a backup flash drive he will be able to import the data on to his computer?

    Reply
    • Hi Michelle,

      You can either get the QB for Mac version, or a lot of people run QB Windows versions on their Mac in Windows emulation mode. I don’t know the implications of converting over that old of a Windows version to a current Mac version. If it is upgraded to the latest Windows version, theoretically it should upgrade fine.

      Either way, as far as getting the file over, you should be able to give him the file on a flash drive and he can bring it onto his machine.

      Thanks for the question.

      Reply
  13. I have been a long-time QuickBooks user (over 15 years). I am currently running QuickBooks Pro 2014. Our new treasurer has installed QuickBooks Pro 2015. However, he is not able to read my data files … He is getting error -6201 and -772. Has to do with the Sync Manager that is in 2014, but not in 2015. The Sync Manger is NOT set up to sync any files. I have edited the company preferences to not allow any applications to access this company file, yet he still gets this error. I am at a loss as to what to do to transfer this data file. Can you help?

    Reply
  14. Hi,

    I have both Quickbooks Pro 2008 and 2014 installed on two computers sharing one license each. I have purchased two new computers that run Windows 8.1 as my current computers are dinosaurs. From what I understand Quickbooks Pro 2008 is not going to install on such a new computer with Windows 8.1. Can I install the Quickbooks Pro 2014 software only and then import the 2008 info as a “new company file” and then switch between the two companies? I only need the 2008 info as a reference. Thank you and I hope that makes sense!

    Reply
    • Hi Tarek,

      You can bring the company over to the new computer, where QB Pro 2014 is installed. Once you open the company, it will automatically convert it to the new format and be good to go. Thanks for the question.

      Reply
  15. Have QB Pro 2011 on old computer(Windows7). Just bought new computer with Windows 8. Tried looking up directions on how to transfer but find conflicting information. Can you tell me steps to move QB to new computer? Also, why is QB 2015 so much cheaper($179) than QB 2014 (almost $400)?

    Reply
    • The folders and files for QuickBooks are the same underneath in Windows 8, so the same directions should apply. As to the price difference, I’ll bet that you are looking at QB Pro 2015 but QB Premier 2014. The Premier edition is more expensive than the Pro edition. Thanks for the question.

      Reply
  16. I backed up QB2011 onto an external hard drive. I downloaded QB2015 onto my computer, transferred the information over. Everything is there and seems to be working fine, but when I try and eject my external hard drive it says QB’s is still using it. I was able to cancel and eject but QB2015 went away…I am now again trying to transfer my company files over. Why is QB’s still using the hard drive?

    Reply
    • Hi Lynn,

      It sounds like you opened or restored your file directly from that drive, so QuickBooks thinks that it’s a valid drive to be used for QuickBooks operations. If you exit Quickbooks, turn off your computer, detach your ext HD, and power up your computer and go into Quickbooks and open existing company from your C: drive, it should be OK. Thanks for the question.

      Reply
  17. I have a mac desktop computer and QB 2013 for mac. I am purchasing a laptop that will have windows and plan on purchasing QB Pro 2015. How can i transfer the files over ?

    Reply
  18. I am currently running Quickbooks 2004 Accountant edition on an old computer, I just purchased a new computer and would like to switch to Quickbooks Pro 2015.

    Is there a way that I can transfer specific information to the new computer and program such as customer list, vendor list, and my chart of accounts list?

    Reply
  19. Hi Shannon,
    I have Quickbooks Pro 2005 running on XP and had also been using it on Windows Vista until Vista computer crashed and was replaced with a new laptop using Win 8 .

    I successfully loaded QB Pro 2005 on Win 8, successfully transsfered my files to the new Win 8 computer, although it keeps asking me to register and I have 6 more logins before I am locked out. I am unable to register online, QB support tells me they dont support this old version of QB 2005 nor its use with Win 8. It is functional on my Win 8 laptop, I have a License #, Product #, AND a Validation Code for my version of QB 2005. I am just unable to provide it for continued use of my old version of QB. Can you help PLEASE.

    V

    Reply
    • Hi Vince,

      I’m afraid QB 2005 and Win 8 aren’t going to play together, sorry. I think you’ll have to think about either upgrading to a newer version of QB, or getting an old XP computer to run that version of QB on. Sorry no magic bullet. Thanks for asking.

      Reply
  20. S.T.,
    Thanks SO MUCH for your quick response. As expected, not happy with your response but understand, YES its time to catch up I suppose and finally upgrade.

    NEXT question,,,, what can I expect when upgrading from 2005 to 2015, can I jump that fast, should I go in stages, do I need multiple upgrades before reaching 2015. Understand, I only use QB for basic personal income expense accounting and tracking. Very simple operations…

    Thanks Again!
    V

    Reply
    • Vince,

      Theoretically, you can simply open your file with QB 2015 and it will upgrade it. In reality, jumping up 10 versions sometimes runs into snags. But hopefully since your file is pretty simple, it will go just fine.

      Reply
  21. Good day

    i have 2006 QB and i would like to upgrade to 2015 QB. my question is, would be able to use my old license for 3 computer in the new version?

    Reply
  22. Hi Shannon,
    My earlier question for you was regarding Win 8 and QB Pro 2005, and you informed me it wont work. I purchased QB Pro 2015 although some research before installation tells me QB 2015 will not work with Win XP…. Now my challenge is in reverse. Before I had an old version of QB that wont work with a new version of Win 8. Now I have a new version of QB that wont work with an old version of Win XP. I have a desktop with Win XP and a newer laptop with Win 8 and I would like to have my QB business on both. Should I revert to QB Pro 2014 or do you have another suggestion.

    Thx for you knowledge,

    Vince

    Reply
  23. I bought Quick Book pro 2012 with 3 users license and when I installed it, it displays 1 license user at Help>about tap and so I can’t use it with multiple-user mode. How can I switch it to 3 users.

    Reply
  24. Hello, I am fairly new with QB’s and am running Simple Start 2007 on an old and very slow HP windows 7 Vista. My boss just brought me a new HP Windows 8 Intel and a Premier 2015 edition on QB’s. What are my steps for transferring my company information from original computer to the new computer, and upgrading from 2007 to 2015?
    Thank you in advance for your help

    Reply
    • Hi Joan,

      So the steps would be to install Premier 2015 on your new computer, then follow the steps in this blog post to move your company data over to the new computer. Once it’s on the new computer, the first time you restore or open your company, it will upgrade it to 2015 and you’ll be ready to go. Thanks for the question.

      Reply
  25. Trying to get QB 2004 Premium (yes, that old) to work on a Windows 8.1 X64 system. So far I’ve got it running under XP Sp3 Emulation but I have not been able to get it to open the last .QBW file or .QBB from the hard drive I removed from the XP machine who’s motherboard died.

    I installed QB 2004 Premium under XP Emulation Mode and then upgraded to the latest upgrades which I think brought it up to a 2008 level.

    Each time I try to get it to open the existing Company file it says not a Quickbooks file or corrupted yet it was working fine when it ran under XP.

    I’m wondering if I’d have more success running it as a XP guest under Oracle Virtual Box?

    If that doesn’t work, could I upgrade to QB 2015 Premium and get it to work that way?

    Many thanks, Rich

    Reply
    • Hi Rich,

      Old files, crashed computers, Win emulation modes…lots of ways for things to go wrong. If I were you, I’d find a bona fide XP machine, install QB 2008 on it, and try to upgrade your QB 2004 data on it. If that works, then bring the 2008 data over to your other box and see if it will work there. Thanks for your question.

      Reply
  26. Hi Shannon,

    I’m currently using Quickbooks pro 2007 on my windows Vista.
    but I bought new computer windows 8 and thinking to upgrade my quickbooks pro to the latest version.

    My question is:

    My quickbooks pro 2007 is currently installed on Windows Vista, someone told me that I can’t download it on Windows 8. Do I need to upgrade first my qb pro 2007 to qb pro 2015 in my old computer and transfer the whole thing in my new computer? But is qb pro compatible with my windows vista?

    Need your help.

    Thanks,
    Lily

    Reply
    • Hi Lily,

      I think that what you want to do is to install QB Pro 2015 on your new Windows 8 computer. Make a backup of your data on your old computer, bring it over to your new computer, and restore it there. QB Pro 2015 will restore the file and upgrade it to the new version. You don’t need to worry about putting version 2015 on your old Vista computer. Thanks for the question.

      Reply
  27. I have quick books 2010 and need to install to a new version of quickbooks. It is not allowing to install to the other computer is on newer version.

    Reply
    • Hi Angelica,

      I’m not quite following your question, sorry. Are you trying to install the new version on a different computer than where you have QB installed now? You should be able to do that. If not, please provide more details. Thanks for your question.

      Reply
  28. Hi Shannon,

    I am taking over the accounting for a small business and I do not know the QB version of the current accountant. I will be able to retrieve backup but the version may remain unknown. Can I upload her backup on my QB2015?

    Reply
    • Hi Krissy,

      Yes, you should be able to restore her backup, unless she is using Enterprise and you are using Pro or Premier. You would not be able to send data back to her, though, if she is using an earlier version than 2015. Thanks for the question.

      Reply
  29. Hi
    I have been using QB pro 2006 and a cpl. years ago we purchased QB Pro 2013 – would we be able to back up old, install new on new computer (we are switching from XP to Windows 7) and then restore old from 2013? Back in 2013 we contacted QB via phone and they advised that we would need to send all files in to them to convert to 2007 then to 2013…

    Thanks!!

    Reply
    • Hi Idris,

      I think what you mean is, what is the difference between a 1-user license and a 3-user license in QuickBooks? If so, it just means that with a 1-user license, you can only have one user working in your company data at a time. If you have the 3-user license, installed on three computers, you can have up to three people working in those books simultaneously. Hope that helps.

      Reply
  30. Could you tell me if QuickBooks Premier 2014 nonprofit can be used by two people in two different places and if so does it update the other persons version (or sync) once changes have been made? (Of course I would have to have two user licenses)

    Thank you in advance for your help

    Reply
    • Hi Zina,

      Not really. If the other person has the accountant’s edition, you can send them an accountant’s copy, which they can tweak, and then send back to you the accountant’s changes, which will merge into your file. But I don’t think that’s what you mean. Thanks for the question.

      Reply
  31. My mc break down end I have my quick book program on my mac end only have a tablet to work by this moment what can I do to transfer to my tablet in to getting fixed my mac

    Reply
  32. I have qb 2003 and up grades all the way to 2005 I want to install it on my new win 8 laptop and will start the business as new. What is the best way and will this do anything to screw up my new laptop.

    Reply
    • Hi Floyd,

      Neither QB 2003 or 2005 are going to work in Windows 8. I’m afraid you’re going to have to get a new copy of QuickBooks to run on your new laptop. Thanks for the question.

      Reply
  33. I purchased a license of three users of quick book 2013 and I would like to add another user. so can you tell me how to do it?

    Reply
    • Hi Nshizirungu,

      If you click Help, there should be an option there to buy more licenses (under Manage My License). If, however, you are using QuickBooks Pro, the maximum is 3 licenses. If you are using Premier or Enterprise, you should be OK to add another. Thanks for the question.

      Reply
  34. I have been 1 user license. Now I will add a new computer. Please comment on my plan:
    I will buy a new QuickBooks with 2 users license,
    Install fresh in the new computer ,
    upgrade the old computer with the new 2nd user license.

    Then both computers will access 1 company data on the new computer, and lock transactions so that 2 users are not editing same data? Thanks

    Reply
    • Hi Ray,

      A couple of issues there…QB Pro 2011 is no longer supported by Intuit, so not sure you can still add licenses of it. That version is not compatible with Windows 8 or 10.

      If you get a copy of QB Pro 2015, you should be OK adding a second license, and operating under Win 8 or 10.

      As to locking transactions so that 2 users are not editing the same data, I’m not sure what you mean by that. If you mean that you’ll have 2 companies, and each user should only be able to edit one company, then you can just only set up one user per company, and not give the second person the login info. If you mean that you want both users accessing the same company, but not accessing the same transaction at the same time, QuickBooks handles that for you automatically to prevent that.

      Thanks for your question.

      Reply
  35. Hello,

    I recently updated to quickbooks 2015 and restored a backup file to a new computer. When I try to reconcile my accounts, my bank account is not listed. How do I select/add the correct account?

    Reply
  36. I am wondering if I can pick and choose what I want to transfer to a new company file in quickbooks 2009. We will be transferring the new company file to a different computer with a newer version of quickbooks. Is this going to work? Thanks for any and all help!

    Reply
    • Hi Kristen,

      When you bring your company over to the new computer and the new version of QuickBooks, it will upgrade all of your existing company information. There are no choices to be made. It should work fine! Thanks for the question.

      Reply
  37. Help! I have been using QB Premier 2011 and as the company has grown I have had to buy a new computer. I do not know where the original QB disc is but is there a way I can transfer my QB files from my laptop to the new computer with a newer version of QB?

    Reply
    • Hi Chelsee,

      Sure. You can install your new version of QB on your new computer, then bring the company file(s) over to the new computer using the steps in this blog post. As soon as you open your file on your new computer, it will upgrade it to the current version. Thanks for your question.

      Reply
  38. Thanks for all your help to all of us. Is there any way to just transfer the chart of accounts from old version to 2015 pro without transfering the check register. Obviously if I transfer the backup file the check register will be transfered along with the rest of the info…….failing any good way to only transfer the chart of accounts, is there any way to delete multiple years years of check register information after I use the backup transfer? Will deleting the check register screw up my account balances argh help please

    Reply
    • Ken,

      You can export your COA out of your old company to Excel. Then create a new company in Pro 2015, and import your COA from the Excel file. And go from there. Thanks for your question.

      Reply

Leave a reply

required

<a href="" title=""> <abbr title=""> <acronym title=""> <b> <blockquote cite=""> <cite> <code> <del datetime=""> <em> <i> <q cite=""> <strike> <strong>