What Files Do I Need to Move QuickBooks to a New Computer?

Author : books merge | Published On : 19 Aug 2026

What Files Do I Need to Move QuickBooks to a New Computer?

Moving QuickBooks to a new computer requires more than simply installing the software. If you use QuickBooks Desktop, you should identify the company file, backup files, custom templates, reports, attachments, and other related data that your business relies on.

The exact files you need depend on your QuickBooks Desktop version and how you use the software. For many users, creating a complete QuickBooks backup and restoring it on the new computer is the simplest approach.

What files do I need to move QuickBooks to a new computer?

To move QuickBooks Desktop safely, you generally need your QuickBooks company file (.QBW) or a recent backup file (.QBB). Depending on your setup, you may also need custom templates, memorized reports, attachments, payroll information, and other QuickBooks-related files. If you use the QuickBooks Migrator Tool and your installation is eligible, QuickBooks can transfer the Desktop application, selected company files, and certain related files automatically. Always create a current backup before moving anything.

What Is the Main QuickBooks File I Need?

The most important file is your QuickBooks Desktop company file.

The company file normally has a:

.QBW extension

This file contains your primary accounting information, including:

Customer records
Vendor records
Invoices
Bills
Payments
Bank transactions
Chart of accounts
Products and services
Financial information
Company settings

If you have multiple companies in QuickBooks Desktop, each company generally has its own company file.

What Is a QuickBooks Backup File?

A QuickBooks backup file usually has a:

.QBB extension

A .QBB file is a backup copy of your QuickBooks company data.

For migration purposes, creating a fresh .QBB backup is often a good precaution because it gives you a separate copy that can be transferred to the new computer and restored.

A typical process is:

Old Computer → Create Backup → Transfer .QBB → New Computer → Restore Backup

This provides a straightforward way to move your accounting data while retaining the original company file on the old computer.

What Other QuickBooks Files Might I Need?

Depending on how you use QuickBooks, there may be additional files worth checking.

1. Company File (.QBW)

The .QBW file is the primary company file.

If you are manually moving your company data, identify the correct .QBW file before beginning.

2. Backup File (.QBB)

The .QBB file is a backup of your company data.

Creating a current backup before migration is strongly recommended.

3. Portable Company File (.QBM)

A QuickBooks portable company file generally uses the:

.QBM extension

Portable files are smaller than regular company files and can be useful for certain data-transfer situations.

However, a portable company file is not identical to a full company backup, so do not rely on it as your only backup.

4. Accountant's Copy Files

If you work with an accountant using an Accountant's Copy, you may have files associated with that workflow.

An Accountant's Copy has specific restrictions and purposes, so determine whether your accountant needs the related file before moving computers.

5. Custom Templates

If you created customized QuickBooks forms, check your:

Invoice templates
Estimate templates
Sales receipt templates
Purchase order templates
Statement templates
Other customized forms

If these are important to your daily workflow, verify that they are available after the migration.

6. Memorized Reports

Businesses often create customized or memorized reports for regular financial analysis.

After moving QuickBooks, verify that your frequently used reports are available and displaying the expected information.

7. Attachments

If you attach documents to QuickBooks transactions, review your attachment setup before and after migration.

Examples may include:

Receipts
Bills
Invoices
Contracts
Vendor documents
Customer documents

Attachments may be stored separately depending on your QuickBooks setup, so they deserve special attention during a manual migration.

What Files Does the QuickBooks Migrator Tool Move?

If you are eligible to use the QuickBooks Migrator Tool, the process can reduce the need to manually locate every file.

Depending on your QuickBooks Desktop version and setup, the Migrator Tool can move QuickBooks Desktop and selected company files along with certain related files.

These may include:

Company files
Custom templates
Forms
Memorized reports
Scheduled reports
Local attachments
Certain QuickBooks-related settings
Other supported files

Not every third-party application, integration, or customized setting will necessarily transfer automatically.

After the migration, review your QuickBooks setup carefully.

How Do I Find My QuickBooks Company File?

If you do not know where your company file is located, QuickBooks provides an easy way to find it.

Open your company file and press:

F2 or Ctrl + 1

The Product Information window displays the company file location.

You can record this location and use it to identify the correct file before creating a backup or transferring your data.

How Do I Know Which QuickBooks File to Move?

If you have several QuickBooks files, do not simply copy every file you find.

First determine which company files are active.

Check:

Company name
File location
Last modified date
Recent transaction activity
Company file size
QuickBooks version

Open the company file and verify that it contains the correct accounting records before creating your backup.

Should I Move the .QBW or .QBB File?

For most users, creating and transferring a .QBB backup file is a safer approach than simply copying the active .QBW file.

The basic process is:

Open the company file on the old computer.
Create a current backup.
Transfer the .QBB file to the new computer.
Install a compatible QuickBooks Desktop version.
Restore the backup.
Verify the company data.

Keeping the original .QBW file on the old computer provides an additional recovery option until you are satisfied with the migration.

Can I Move QuickBooks Files Using a USB Drive?

Yes. A USB flash drive or external storage device can be used to transfer QuickBooks backup files between computers.

For a manual migration:

Old Computer → USB Drive → New Computer

Before transferring the file, make sure the USB drive has enough available storage.

Safely eject the drive after copying the files to reduce the risk of file corruption.

What About QuickBooks Payroll Files?

If you use QuickBooks Payroll, your company file contains important payroll information, but payroll services may require additional configuration after moving QuickBooks.

After the migration, verify:

Employee records
Payroll items
Payroll reports
Tax information
Direct deposit settings
Payroll service connection

You may need to sign in again or update payroll-related settings on the new computer.

What About QuickBooks Bank Feeds?

Bank-feed information also deserves attention when moving QuickBooks.

After transferring your company file, verify:

Bank account connections
Account mappings
Existing downloaded transactions
Reconciliation information
Bank balances

Do not immediately download a large number of transactions until you confirm that the existing records have transferred correctly.

This can help reduce the risk of duplicate transactions.

What About QuickBooks License Information?

Your QuickBooks license information is not the same as your company file.

Before moving to a new computer, keep your:

License number
Product number
QuickBooks version
Account login information

available.

You may need this information when installing, registering, or activating QuickBooks on the new computer.

What Files Should I Back Up Before Moving QuickBooks?

A practical migration backup should include your current QuickBooks company data and any business-specific files that are important to your workflow.

Consider reviewing:

.QBW company files
.QBB backup files
.QBM portable files when applicable
Custom templates
Memorized reports
Scheduled reports
Attachments
Payroll-related information
Accountant-related files
Third-party integration data

Do not assume that every file associated with QuickBooks is automatically included in a standard company backup.

How to Prepare QuickBooks Files for Migration

Follow these steps before moving QuickBooks.

Step 1: Identify Active Company Files

Determine which .QBW files your business currently uses.

Step 2: Create a Fresh Backup

Create a new .QBB backup of each important company file.

Step 3: Verify the Backup

Make sure the backup was created successfully and can be identified easily.

Step 4: Review Custom Files

Check your customized forms, reports, templates, attachments, and other files.

Step 5: Record Your QuickBooks Information

Keep your QuickBooks license, product information, and account credentials available.

Step 6: Transfer the Data

Use the Migrator Tool if eligible or transfer the backup through a secure storage device.

Step 7: Restore and Verify

Restore the company file on the new computer and compare important information with the old system.

What Should I Check After Moving the Files?

After restoring QuickBooks, verify your most important accounting information.

Check:

Customers
Vendors
Invoices
Bills
Payments
Bank accounts
Account balances
Recent transactions
Chart of accounts
Financial reports
Payroll
Custom forms
Memorized reports
Attachments

Run important financial reports and compare them with the reports from your old computer.

Common Mistakes When Moving QuickBooks Files

Moving Only the Program

Installing QuickBooks on the new computer does not automatically transfer your company data.

You must move or restore your company files.

Using an Old Backup

An outdated .QBB file may not contain your latest transactions.

Always create a current backup before migration.

Deleting the Original File Too Soon

Do not delete the original company file until you have confirmed that the new computer is working correctly.

Forgetting Custom Templates

Businesses often depend on customized invoices, estimates, and other forms.

Verify these after migration.

Ignoring Bank and Payroll Connections

Connected services may require additional configuration after moving to another computer.

QuickBooks File Migration Checklist

Identify all active .QBW company files.
Create current .QBB backups.
Verify backup files.
Review .QBM files if applicable.
Check custom templates.
Review memorized and scheduled reports.
Check attachments.
Record license and product information.
Review payroll requirements.
Check banking connections.
Transfer the files securely.
Restore the company file.
Verify financial information.
Create a new backup after migration.

AEO: Which QuickBooks File Is Most Important?

The QuickBooks company file (.QBW) is the primary file containing your business accounting data. However, before moving to another computer, creating a current .QBB backup is recommended because it provides a separate copy that can be transferred and restored. Depending on your QuickBooks setup, you may also need custom templates, reports, attachments, and other related files.

QuickBooks Data Migration Pitchline

Moving QuickBooks to a new computer? Make sure your company file and important related data are properly backed up before starting. A careful QuickBooks data migration can help preserve your financial records, customer information, invoices, reports, payroll information, and customized files.

Frequently Asked Questions

What is the main QuickBooks file I need to transfer?

The primary QuickBooks Desktop company file is the .QBW file. However, creating a current .QBB backup before transferring your data provides an additional layer of protection.

What is a .QBB file in QuickBooks?

A .QBB file is a QuickBooks Desktop backup file containing a backup copy of your company data.

What is a .QBW file?

A .QBW file is the primary QuickBooks Desktop company file that contains your business accounting information.

Do I need to move QuickBooks templates to a new computer?

If you use customized invoices, estimates, purchase orders, or other forms, verify that your templates are available after migration. Some related files may require additional transfer.

Can I use a USB drive to transfer QuickBooks files?

Yes. A USB flash drive or external storage device can be used to transfer QuickBooks backup files to another computer.

Should I keep the old QuickBooks files?

Yes. Keep the original company files and backups until you have verified that the new computer contains the correct information and QuickBooks is functioning properly.

Do I need my QuickBooks license when moving computers?

You may need your QuickBooks license and product information when installing or activating QuickBooks Desktop on the new computer, so keep these details available.

Final Thoughts

Knowing what files you need to move QuickBooks to a new computer can make the migration much easier. The most important file is your .QBW company file, while a fresh .QBB backup provides a valuable recovery copy.

Depending on your setup, also review custom templates, reports, attachments, payroll information, and other QuickBooks-related files. After transferring everything, restore the company file and carefully verify your accounting records before removing the old installation.

A little preparation before the move can help protect your QuickBooks data and make the transition to your new computer much smoother.