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Top 2 Ways to Move QuickBooks to New Computer

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QuickBooks Desktop needs a decent amount of space on the system to run smoothly. That’s a significant criterion for employing the QB Desktop application. If you are someone whose business is expanding gradually, you might notice that the QuickBooks company files are becoming complex and large because of the increased flow of data. There might be a chance that your current computer might not be able to handle QB due to a large company file. Therefore, one of the options you have is to move QuickBooks to new computer. Moving QuickBooks Desktop to a new computer will assist you in retaining the financial information of the business and continuing the work without interruption. So, with the help of this article, you can learn how to transfer QuickBooks to another computer. So, let this article be your step-to-step handy guide.

Methods to Transfer QuickBooks Desktop to Another Computer:

Transfer QuickBooks Desktop to Another Computer:

You can use the migrator tool or manually uninstall or deactivate the QB on the old computer and install it on the new one. The QB Desktop Migrator tool saves time and effort but may occasionally encounter errors. On the other hand, manually transferring large amounts of financial data is a complex route that can be used if the migrator tool fails to do so. Similarly, when you move or reinstall QuickBooks Desktop to another computer with the help of a migrator tool, you need to set up many services on the new one.

So, if you manually reinstall QB on a new system, you don’t have to set up all the services from the start. We have thoroughly explained both methods below.

How to Move QuickBooks to New Computer with Migrator Tool?

You must be the Company Admin if you want to use the Migrator Tool. Additionally, if you are employing the QB Desktop, US version 2018 or newer, in the single-user mode, then use the Migrator Tool. This is because the migrator tool will only transfer up to three company files to another computer. These three company files will be the recent company files. Setting up and using the migrator tool is easy and quick. However, if you transfer QuickBooks to new computer for the first time, then understand how the tool works.

 Move QuickBooks to New Computer

Must Know Before transferring QuickBooks to a New Computer

Follow the five steps laid out below before moving the QB application to another computer:

  • First, create a complex and unique password that only you know. It will help you unlock all the confidential data when QuickBooks migrate to a new computer. To remember the password, you can write it somewhere, as you will need the password only once while using the migrator tool.
  • Second, know that the tool can copy the last three company files and their supporting files to a USB flash drive.
  • Third, the USB flash drive will move the company files to the new computer, but the Migrator Tool does the technical work.
  • Fourth, the tool will automatically download the accurate version of QuickBooks Desktop to the new system and set it up with the company files.
  • Fifth, the migrator tool will not reformat your drive or erase any essential files.

Important Note: The flash drive must contain files from 64-bit QuickBooks Desktop 2022 or 2023. This is because the 64-bit QuickBooks company file will only be transferred from one 64-bit system to another. The migrator tool might not work or stop unexpectedly when used on a 32-bit Windows OS.

How to Setup and Use the Migrator Tool

It would be best to have good internet connectivity to let the tool run smoothly on the new computer. Besides that, you must have enough space on the USB flash drive to keep the QB company files. The tool will let you know the amount of free space (approximately 150 and 250 MB) you need to save all the files.

On the Orginal Computer

  • Launch the QB Desktop. 
  • Then, move to the taskbar, click the File menu, and then the Utilities option.
  • Next, select the option to Move QuickBooks to Another Computer.
  • Then, choose I’m Ready, and follow by creating a one-time password.
  • After that, carefully follow the instructions to select the USB flash drive with the company files. 
  • Finally, wait till the files are copied.

On the New Computer

  • In the first step, to move the QuickBooks to new computer, insert the USB on the new computer and wait until the QB Migrator Tool appears.
  • If it doesn’t appear, then Open the flash drive & click on the Move_QuickBooks.bat file.

Read Also: How To Backup QuickBooks To Flash Drive | Transfer Data To Thumb Drive.

  • Now, you must enter the password created in the previous part of the old computer procedure.
  • Then, press Let’s go and wait for the tool to complete the migration task.
  • After the QuickBooks installation, open QB, choose the Help tab, and click the Register QuickBooks option.
  • Finally, enter all the necessary details like phone number, license key, and postal code to register the product.

Note: After you transfer QuickBooks to another computer, the tool will automatically delete the QB company file from the USB flash drive. Although, the QuickBooks files will still be on the old computer. Make sure to modify the name of the file(s) on the previous computer to avoid using the wrong file.

What is the Next Step?

When you transfer QuickBooks to new computer with the migrator tool’s help, it does not copy all the information. Thus, you need to perform a few more steps to let the QB run on the new system with all the information. The following steps depend solely on what you used on the old computer. You might need to:

  •  Log in to the QuickBooks payroll and payment services.
  • Then, log in and set up Intuit Data Protect on the new system to backup the company files.
  • Moving additional files from the old system to the new one.
  • Making a company file backup on your new computer is recommended.

What Data Will the Migrator Tool Will Copy?

Mostly, all the data that is crucial to running the QB Desktop application is copied to the new computer. Furthermore, no data gets deleted on the old computer even after copying it onto the flash drive. The following is the list of the data that will be transferred when you move QuickBooks to new computer with the use of the migrator tool:

  • Important details about the version and necessary information required to install QuickBooks Desktop on the new system.
  •  The last three QuickBooks company files were opened on the old computer, including the sample files.
  • Related files, custom templates, and forms
  • QB letters and templates
  • Scheduled and memorized reports
  • Local attachments
  • Cash Flow Projector (.cfp)
  • Business Planner (.bpw)
  • Loan Manager (.lmr)
  • Statement writer (for QB Accountant)
  • Advanced reports (for QB Desktop Enterprise)
  • Printer Setting (PrintEng.ini, wpr.ini, & QBPrint.qbp)
  • Spell Checker (spell.ini and UserDictionary.tax)
  • Financial Statement Designer (FSD clients and FSD data)

What Data Will the Migrator Tool Will Not Copy?

The following is data that the migrator tool will not copy or transfer to the new computer. So, you need to manually copy the remaining data from the old computer to the new one:

  • QuickBooks Multi-user setup: If you’re using QuickBooks Desktop in a multi-user environment, the configuration will not be copied to the new computer. So, it is advised to manually move QuickBooks to new computer if you are employing QuickBooks in multi-user mode. 
  • Payroll and Payment setup: If you were using payroll or payments services on the old computer, then you need to set up and sign in to the services again on the new computer to protect your business data.
  • Intuit Data Protect: To set up the IDP on the new computer, you must initially uninstall the Intuit Data Protect service from the previous computer. Further, sign in again on the new computer and follow the setup process. The previous backups will still be available on the IDP.
  • Old Company Files: As you know by now, only the three recently opened company files will be copied with the migrator tool. But, it does not mean the older company files are less important. Therefore, you must manually transfer or restore the files from Intuit Data Protect on the new system. 
  • Backup files: If you manually create backups, those backups will not be copied.

How to Manually Move QuickBooks to New Computer? 

Before you employ the migration tool for moving all the QuickBooks Desktop data to a new system, there are some essential prerequisites that you must know. Remember that these prerequisites should be followed in the old and the new system. Let us take a look: 

Step 1: Create a Backup Company File on the Old Computer

The first step is always to create a backup of the company file. You must be aware that there is always a possibility of damaging or losing the data in the migration process. Keeping a backup copy can indirectly prevent future losses in the business. The following are the steps to manually backup company files on the original system that eventually help you to move QuickBooks to a new computer. 

  • Begin by launching the QB Desktop on the desktop.
  • Then, move to the taskbar on the top and click the File menu.
  • Then, click the option to Switch to Single-user Mode.
  • Proceed to click the File menu again and choose the Back up Company option.
  • Now, click Create Local Backup.
  • When a new window appears, choose the Local Backup option and then Next.
  • Next, click Browse in the Local Backup Only section. Then, choose a location on the desktop to save the backup file. The backup file should have a different name to prevent any overwrites.
  • It is optional, but you can set no. of backups you wish to keep.

Quick Tip: To set backup reminders, utilize the option under the Online and Local Backup section. So you don’t have to pencil it in on the calendar. 

  • Next, QuickBooks will run a test to see if the backup file is in perfect health before saving it.
  • Then select OK.
  • Finally, click Save it Now and then Next. 

Step 2: Deactivating the QB Desktop 

You must deactivate the QuickBooks application on the original system and activate it on the new system. Before deactivating QuickBooks:

  • Note down the product and license information.
  • Launch the QB Desktop and move to the Help menu to initiate the deactivation process.
  • Under the Help menu, choose the option to Deactivate QuickBooks Desktop.
  • Carefully follow the instructions to deactivate the license on the old system to move QuickBooks to new computer.
Deactivating the QB Desktop

Step 3: Download and Install QuickBooks on the New Computer

Download the recent version of the QB Desktop from the Download & Updates page on the official Intuit website. To download the installer on the system, follow the steps below:

  • After you visit the QuickBooks download page, click on the Yes option if you will use QuickBooks in the multi-user mode. Then, select the Next option. 
  • If you are going to use QB in single-user mode, choose the No or Not Sure option and then click Next. 
  • Then, add your country, product, and version information in the new window. 
  • Proceed to choose Search. 
  • Now, click the option to Download the installer on the system. 
  • Further, locate the downloaded file and double-click to open it.
  • Next, follow the wizard to install the QuickBooks and double-click to launch it.

Step 4: Transfer the Backup Company File

After you install QuickBooks on the new computer, transfer the backup company file from the old computer. To share the backup company file, save it on a flash drive or external device. Moreover, if the new system is on the same network, you can also share it. 

Transfer the Backup Company File

Step 5: Restoring the Backup on the New Computer

As you transfer the backup files to the new computer, you must follow the procedure to restore it. Do note that if the backup company file is saved on an external device, move it to the local hard drive first. The external device is, for example, a USB or a hosting service like Box. The following are the steps to restore the backup file:

Restoring the Backup on the New Computer
  • Initially, you must launch the QuickBooks software and move on to the File tab.
  • Then, choose Open or Restore Company.
  • Proceed to select the option to Restore a backup copy, then Next.
  • Then, choose the Local Backup option and then Next.
  • After that, select the location of the backup file from the Look In drop-down.
  • Further, choose the backup file from the folder. The file name looks like this: [Company Name].qbb. Then, click the option to Open, then Next.
  • Furthermore, select the location from the Save in the drop-down to save the restored file.
  • Now, enter the name of the file in the File name field.
  • Lastly, click Save.

After finishing the restoration process, review the restored company file. Ensure that the data is intact and corruption-free. It should include all the details of transactions, customers, vendors, and accounts

Step 6: Activate and Update the QuickBooks Desktop

Finally, on the new computer, you should activate the QB application. Open the QuickBooks application, click on the Help tab, and choose the option to Activate QuickBooks Desktop. Then, follow the instructions to activate the application. Enter your product and license key when asked to complete the activation process. Once the activation is finished, go back to the Help tab and choose the Update QuickBooks Desktop option. 

Conclusion

In conclusion, By following the steps outlined in this guide, you can ensure a smooth transition to your new computer without losing any crucial data. Take the time to back up your data, properly install QuickBooks on the new computer, and transfer your files using an external device or the internet. However, you can face QuickBooks errors as you move QuickBooks to new computer. If this happens, you can contact our Asquare Cloud Hosting Helpline Number at +1.855.738.0359, to provide quick and accurate assistance.

FAQ

What will the QuickBooks backup include, and what not?

Transferring QuickBooks to a new computer includes QB files like QB Statement Writer, Cash Flow Projector, Loan Manager, and Business Planner. Additionally, QB will backup the accounting data, templates, letters, logos, and images. What QB does not backup is the payroll forms. If you use the payroll services, you must separately backup the forms and data in payroll.

How do you reinstall or move the QuickBooks installation to a new computer?

Sometimes, the migrator tool does not work for some QB users; in that case, you need to do it manually. The following are the steps to move QuickBooks to new computer manually:
First, keep the product and license details handy, as you will need them at the time of installing QB on the new computer. 
Then, uninstall/remove the existing QuickBooks Desktop on the old computer.
Further, download the QuickBooks installer or insert the installation CD on the new computer.
 In the end, install QuickBooks Desktop. 

How can I register QuickBooks Desktop after I reinstall or move it?

If you move the installation to a new computer, it is a must to register again. The following are the steps to register the QB:
Begin by selecting the Help tab; under it, choose the option to Register QuickBooks.
As you enter all the necessary details, Intuit will detect the registration status of the copy of QuickBooks and record the details for the new computer.

Is it compulsory to uninstall QuickBooks from the old computer before moving?

Yes, it is mandatory to uninstall, as you have to use the same QuickBooks with the exact login details and license, which can only approve one user at a time.

Why create a backup before you move QuickBooks to new computer?

There is a risk of damage to the company files and permanent data loss while transferring the QuickBooks files.

What if I don’t have the QuickBooks CD?

If you don’t have a CD, you can download the installer files from the internet.

Oriana Zabell

Oriana Zabell, a professional cloud engineer, has over three years of experience in desktop, online QuickBooks support and

troubleshooting. She is currently working as a cloud hosting consultant with Asquare Cloud Hosting. She loves to read and

write about the latest technologies such as cloud computing, AI, DaaS, small businesses, manufacturing. When not writing,

she is either reading novels or is indulged in a debate with movie fanatics.

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