How to Move Quickbooks Desktop to a New Computer

Published: 6 Jan 2026

Millions of small businesses use QuickBooks Desktop every day. Many people upgrade their computers each year. Intuit offers simple ways to move QuickBooks Desktop to a new computer. For US versions from 2018 or newer, the built-in Migrator Tool handles the transfer automatically. It copies the software and up to three company files in one go. This guide shows how to move QuickBooks Desktop to a new computer safely and quickly.

Table of Content

Things You'll Need Before Starting
How to Move Quickbooks Desktop to a New Computer Using the Migrator Tool
Troubleshooting Common Issues in How to Move Quickbooks Desktop to a New Computer
Conclusion
FAQs About How to Move Quickbooks Desktop to a New Computer

Things You’ll Need Before Starting

Here are the main things users need for how to move quickbooks desktop to a new computer safely.

Both computers need admin access.
They need the QuickBooks license number.
They also need the product number.
Need external storage device (USB drive need).
The new computer needs internet.
Update windows 10.
Need email for confirmation.

Tip: Check the version. Go to Help > About QuickBooks. This decides the method. Newer versions use the QuickBooks desktop migration tool.

How to Move Quickbooks Desktop to a New Computer Using the Migrator Tool

After completing these steps, QuickBooks Desktop will be ready to use on your new computer. All your important data will be safely transferred, and nothing will be removed from your old computer.

1. How to Backup From Old Computer?

Before transferring QuickBooks, they are advised to check the version of their QuickBooks Desktop. There are many versions such as QuickBooks Desktop Pro 2021, QuickBooks Pro 2018, QuickBooks 2016, and older versions like QuickBooks 2014.

Follow these steps for download backup.

Open QuickBooks.
Go to File > Utilities
Select Move QuickBooks to another computer
Click I’m Ready
Make a one-time password
Pick a USB drive. Wait for copy

2. How to Install QuickBooks on the New Computer

There are different ways to install QuickBooks Desktop. First of all check system requirements: Make sure the new computer meets QuickBooks system requirements. QuickBooks Desktop Pro 2021 and later versions have higher requirements than older versions like QuickBooks 2015 or QuickBooks 2014. Here are 3 methods to install quickbooks on the new computer

a. Using Installation Media

Follow these steps to install QuickBooks using installation media:

Insert the QuickBooks CD
Open the downloaded installer folder.
Double-click the Setup.exe file.
Follow the instructions on the screen.
Enter your license and product number.
Choose Express Install or Custom Install.
Click Next and Agree.
Wait for the installation to finish.
Click Finish.
Restart your computer if needed.
Open QuickBooks Desktop.
Activate QuickBooks and restore your company file or create a new one.

b. Using QuickBooks Download

Follow these steps to install QuickBooks using a downloaded file:

Go to the official QuickBooks website.
Sign in to your Intuit account.
Select the QuickBooks version you want to download.
Click the Download button.
Open the downloaded folder on your computer.
Double-click the Setup.exe or QuickBooks_Installer.exe file.
Follow the instructions on the screen.
Enter your license and product number.
Choose Express Install or Custom Install.
Click Next and Agree.
Wait for the installation to finish.
Click Finish.
Restart your computer if needed.
Open QuickBooks Desktop.
Activate QuickBooks and restore your company file or create a new one.

c. Using QuickBooks Migrator Tool

Follow these steps to move QuickBooks using the QuickBooks Migrator Tool:

Open QuickBooks on your old computer.
Go to File > Utilities.
Select Move QuickBooks to another computer.
Click I’m Ready.
Create a one-time password.
Pick a USB drive or external storage to copy your files.
Wait for the copy process to finish.
Safely remove the USB drive.
On the new computer, insert the USB drive.
Open the QuickBooks Migrator Tool installer.
Follow the on-screen instructions.
Enter your license and product number.
Click Next and Agree to install.
Wait for the installation and data transfer to complete.
Open QuickBooks Desktop and restore your company file.

3. How to Install QuickBooks with Manual Methods

Installing QuickBooks manually is an easy way to set up the software on a new computer. They are able to use a CD, downloaded installer, or QuickBooks Migrator Tool to get QuickBooks running safely. This method ensures all company files are transferred without losing any data.

a. How to Transfer Company Files

After installing QuickBooks on the new computer, they are required to transfer the company files. Follow these steps to transfer QuickBooks company files to a new computer:

Open QuickBooks on the new computer.
Copy the .QBW files from the old computer to a USB drive, external drive, or network.
Insert the company backup file drive into the new computer.
Open QuickBooks and select File > Open or Restore Company.
Choose Restore a Backup Copy and click Next.
Select Local Backup and click Next.
Browse to the copied .QBW file and click Open.
Follow the on-screen instructions to restore the company file.
Wait for QuickBooks to finish restoring the files.
Open the company file and check that all data, reports, and transactions are correct.
Update QuickBooks to the latest release if needed.

4. How to Activate QuickBooks on New Computer

Once QuickBooks is installed, they are required to activate it. They are asked to enter license numbers and sign in with an Intuit account. QuickBooks activation ensures the software works without restrictions. Follow these steps to activate QuickBooks on your new computer:

Open QuickBooks Desktop on the new computer.
When prompted, enter your license and product number.
Click Next.
Sign in to your Intuit account if asked.
Follow the on-screen instructions to complete activation.
Wait for the activation to finish.
Click Finish.
Open your company file.
Verify that all your data is correct.
Start using QuickBooks on your new computer.

5. How to Verify the Transfer QuickBooks files

It is necessary to verify the QuickBooks files after the move. Follow these steps to verify the QuickBooks transfer:

Open QuickBooks Desktop on the new computer.
Open your company files and check if all files open correctly.
Test features like payroll, integrations, and other QuickBooks tools.
Make sure all data is accurate and nothing is missing.
If any data is missing, restore the backup again.
Confirm everything works before starting regular use.

Troubleshooting Common Issues in How to Move Quickbooks Desktop to a New Computer

Sometimes, they are faced with problems while moving QuickBooks to a new computer. Here are the most common issues

5 Troubleshooting Common Issues How to Move Quickbooks Desktop to a New Computer
QuickBooks Migrator Tool Not Working Activation or License Errors Missing Company Files After Transfer Installation Fails or Freezes Older Versions Have Extra Steps

Conclusion

How to move Quickbooks desktop to a new computer is simple if done step by step. They are required to backup, install, transfer, activate, and verify QuickBooks. Following this method ensures all company files remain safe, and QuickBooks functions perfectly on the new system. There are multiple ways to move QuickBooks, including QuickBooks Migrator Tool, manual backup, or direct installation. They are advised to choose the method that best suits their version and needs.