Full Guide: How to Transfer QuickBooks to a New Computer

About QuickBooks

QuickBooks is widely recognized as a go-to accounting software for businesses to manage their financial transactions and records efficiently. There might be situations where you need to relocate your QuickBooks data, whether it's for troubleshooting purposes or transferring your accounting information to a different computer. 

If you find yourself in the process of migrating to a new computer, it's crucial to ensure a smooth transition of your QuickBooks data. Using the QuickBooks built-in Migrator tool is secure and helpful. Now I will walk you through how to transfer QuickBooks to a new compute.

Make it clear--- QuickBooks desktop and online

Before we get to the transfer, we can recall that QuickBooks – one of the most popular accounting software – has two versions, Online and Desktop.

QuickBooks Online is a cloud-based accounting solution, which means that transferring files or software when switching to a new computer is not necessary.

▶With an active internet connection, you can access your QuickBooks Online account from any device, whether it's a computer, laptop, tablet, or smartphone.
▶This accessibility, along with its seamless integrations with e-commerce platforms and payment processors, makes QuickBooks Online an excellent choice for businesses of all sizes, including those in the e-commerce sector.
▶You can manage your financial data and transactions from virtually anywhere, simplifying your accounting processes and enhancing your business's efficiency.

QuickBooks Desktop is a locally installed accounting software program that runs on a specific computer or server.

▶It is a preferred choice for users who require more detailed control over their financial data, allowing them to customize forms, reports, and other features to suit their specific needs.
▶QuickBooks Desktop is commonly used by larger companies and accounting firms that serve multiple clients and prioritize strict security measures.
▶It offers robust functionality and a high degree of customization, making it suitable for businesses with complex financial requirements and those who want to maintain their data on their own servers.

So when we discuss how to transfer QuickBooks, we generally mean how to move QuickBooks desktop to a new computer.

How to move QuickBooks to a new computer

The migrator tool is a built-in utility to answer “how to transfer QuickBooks from one computer to another”, which handles the heavy lifting and simplifies the transfer process for you.

✍Note: For users of the US version of QuickBooks Desktop 2018 or a newer version, operating as a single user, there is the option to utilize the Migrator Tool. This tool enables you to transfer QuickBooks Desktop and up to three company files to a different computer.

Get preparations:

• Make sure your target computer is connected to the Internet
• With a USB flash drive with enough free space to hold your QuickBooks files.

Step 1. On your old computer

1. launch the QuickBooks and then go to the File menu, select Utilities and then choose Move QuickBooks to another computer.

2. Select I'm Ready, then create a one-time password.

3. Follow the instructions to choose the USB flash drive you’ll use. Then wait for the files to be copied.

Step 2. On the new computer

1. Insert the USB flash drive. Due to Windows security restrictions, the Migrator Tool won’t automatically open, so launch it manually.

2. Open the flash drive to view its files and double-click the file Move_QuickBooks.bat to start the migrator.

3. Enter the password you created, then select Let's go. Wait for the Migrator Tool to finish.

✍Note: The duration time will depend on the speed of your computer and internet, and the size of your company file(s).

The migrator tool performs an automatic removal of your QuickBooks files from your USB flash drive upon completion. However, please note that your QuickBooks files will still remain on your old computer. To prevent any confusion and ensure you're working with the correct file, we highly recommend renaming the file(s) on the old computer.

What mistakes to avoid when transferring QuickBooks to a new computer?

Although the process may seem relatively simple, errors can complicate matters and potentially lead to data loss or other problems. Correcting these issues can be costly and time-consuming. Therefore, it's wise to be aware of potential pitfalls and take precautions to avoid them. Here are some common mistakes to be cautious of:

▌No backing up your data

Before you proceed with transferring QuickBooks to a new computer, it is absolutely crucial to prioritize backing up your company file and other essential data. Neglecting this step could potentially lead to data loss or corruption during the transfer process.

▌Not checking compatibility

Ensure that your new computer meets the minimum system requirements for QuickBooks before proceeding. Failing to meet these requirements could lead to software problems, including slow performance or frequent crashes.

▌Not updating QuickBooks

Verify that you are using the most up-to-date version of QuickBooks prior to transferring it to the new computer. Neglecting to update the software may result in compatibility issues or other unexpected problems.

▌Not transferring all necessary files

During the process of transferring QuickBooks to a new computer, be certain to transfer all essential files, encompassing company files, templates, and various settings. This comprehensive transfer ensures a seamless transition of your QuickBooks setup.

▌Rushing through the process

Exercise patience when transferring QuickBooks to a new computer, and meticulously follow each required step. Rushing through the process may lead to errors or potential issues, so it's essential to proceed with care and attention to detail.

Bonus tip: backup your company files in case of business data loss

To be honest, we cannot make sure every operation is correct. What’s more, if you want to access your QuickBooks data on multiple devices to enjoy such convenience, you can consider backup your QuickBooks data. To achieve this, you can use safe and reliable third-party software.

Free and reliable software are various in the data protection field, one case in point is AOMEI Backupper Standard. This software is compatible with a wide range of OS, including Windows 11/10/8/8.1/XP/Vista and etc. You can save everything to various destinations including internal and external hard drives, Network and Share, and Cloud drives.

How to backup QuickBooks files in 5 steps

Here is the step-by-step guide to backup your QuickBooks data via this wonderful backup software.

▷Before you start, please download this software and install it on your PC. If you are a server user, please try AOMEI Backupper Server.
▷Repeat the previous export operation to an external hard drive like USB flash drive, please insert the drive with the computer and make sure it can be detected properly.

Step 1. Please launch this software and navigate to Backup > Disk Backup.

Step 2. Then click on the Add Disk option to choose the hard drive as the source disk.

Step 3. Then select a destination to store your backup image in the second box.

Step 4. You can enable the schedule backup settings by ticking the Schedule Backup box below in daily/ weekly/ monthly/ event trigger and USB plug-in mode to auto-backup the changes.

Step 5. Choose Start Backup to confirm your operations.

Warmly note: There are some settings you could specify before starting backup (Optional):
✍Options: It allows you to comment, compress, split, encrypt (paid) the disk backup image, enable email notification, etc.
✍Backup Scheme: You can backup the changes via the incremental and differential backup via the option, also once you activate Enable Automatic Backup Cleanup, this option will delete the old backup images automatically to ensure the backup destination always has enough space for new backup. (Available in the advanced version)

Wrapping up

How to transfer QuickBooks to a new computer is answered by the Migrator tool. Additionally, you need to pay attention to your every operation and avoid potential mistakes happen. The best safeguard tool is getting full preparations for your QuickBooks using AOMEI Backupper.

This software is not only professional and reliable backup and restore software, but also useful sync and clone tools. Try its ghost copia hard drive utility to migrate your data seamlessly from one drive to another even when you are running your system.