Getting a new computer is exciting, but then you realize that QuickBooks Desktop together with your company files has to be transferred as well. Intuit has provided the QuickBooks Migrator Tool to deal with this exact scenario. This tool transfers both the QuickBooks Desktop program and your most recent company files from the old computer to the new one using a USB flash drive, so that you don’t have to reinstall the software or search through folders for the backup files.
The guide will explain what the Migrator Tool is, what is required in order to run it, exactly how it works internally, and provide a step-by-step procedure for using it on both the old and the new computers. It also includes information on what does and doesn’t transfer automatically, how to check that the move has been carried out successfully, how to deal with any problems that may arise when using the tool, and a full manual alternative in the event that the tool is not available. For any company file errors you encounter after the move, our QuickBooks File Doctor guide gives a detailed account of that repair tool.
If all you want are the key points before going ahead with the process, then here is the brief version of the QuickBooks Migrator Tool.
| What is it? | A built-in QuickBooks Desktop utility for moving the program and recent company files to a new computer |
| What does it move? | QuickBooks Desktop installation, your 3 most recently opened company files, templates, letters, and select supporting files |
| What it does NOT do | Move QuickBooks Online data, older company files, payroll sign-ins, or Intuit Data Protect settings |
| Requires | A 16GB+ USB flash drive, admin access on both computers, QuickBooks Desktop 2018 or newer |
| Time | 30–60 minutes, depending on file size, USB speed, and internet connection on the new computer |
| Cost | Free; included with QuickBooks Desktop |
| Best for | Users replacing a single computer who want an automated, guided transfer |
| Not ideal for | Users with more than 3 active company files, users on QuickBooks Desktop versions older than 2018, or anyone actually moving to QuickBooks Online |
The QuickBooks Migrator Tool is a utility built into QuickBooks Desktop that copies the details of the program together with your three most recently opened company files onto a USB flash drive and then automatically configures everything when used on a new computer. It is intended to provide a one-off, step-by-step transfer process that eliminates the need to reinstall QuickBooks or to manually search for backup files.
The two names are easy to confuse, and they concern two entirely different tools. The Migrator Tool (using the singular “Migrator”) is the one described in this article; it enables you to transfer QuickBooks Desktop from one computer to another via USB. The Migration Tool is a different utility which converts company data between QuickBooks Desktop and QuickBooks Online; it has no connection with moving computers.
If you want a new computer, then you’ve come to the right place. But if your real aim is to move from QuickBooks Desktop to QuickBooks Online, you should obtain the dedicated Desktop-to-Online migration guide, since that process includes setting up a subscription, carrying out data cleanup, and involving a totally different workflow.
Before you begin, check that both computers are ready since omitting any one of them might cause the transfer to stop partway through:
Even though the Migrator Tool handles the heavy lifting, a little preparation goes a long way toward a clean transfer:
When you use the Migrator Tool, it produces a one-time password in order to safeguard your files while they are being moved. The tool then copies the details of the QuickBooks program and up to your three most recently opened company files, together with various supporting files such as custom templates, letters, and the Loan Manager file, to the USB drive. The data is encrypted as it is copied so that it doesn’t remain in plain text on the drive. On the new computer, the tool reads the encrypted data, automatically downloads and installs the correct version of QuickBooks Desktop, and restores your files, all without deleting anything else that was already on the USB drive.
The tool also carries out a verification step after the files have been transferred to the new computer, ensuring that the company files it has restored are the same as those copied from the old computer before it treats the transfer as complete. This is one of the reasons why the process takes longer than a simple file copy would.
Now let’s look at how we can use the QuickBooks Migrator Tool.
The process of migrating takes place in two stages: first on your current computer and then on the new one. You must carry out both stages in order and not proceed to the next one even if a step seems optional.
When the transfer has been completed, the program automatically removes the QuickBooks transfer files from the USB drive as a security precaution, and the original files on the previous computer are left alone and neither deleted nor altered.
While the Migrator Tool includes all the basic features, it doesn’t cover every aspect. The following is a detailed account of what you can expect:
| Transferred by the tool | Not transferred — set up manually |
| Your 3 most recently opened company files | Multi-user setup |
| QuickBooks Desktop version and install details | Payroll and payment service sign-in |
| Custom templates, forms, and letters | Intuit Data Protect (must be reinstalled and reconfigured) |
| Memorized and scheduled reports | Older company files beyond the most recent three |
| Loan Manager, Cash Flow Projector, Financial Statement Designer files | Manually created backup files |
| Printer settings and spell-checker dictionary | — |
When you regularly use more than three company files, you should manually move the older ones using the backup and restore feature, as the tool only accounts for the three most recently opened files. In the same way, if you depend on payroll or Intuit Data Protect, allow yourself a few extra minutes following the transfer to log back in and reset those settings, since neither of these is automatically carried over.
Once the Migrator Tool finishes and you’ve verified everything looks right, a short cleanup checklist will make sure the new computer is actually ready to use day to day:
The majority of problems encountered with the Migrator Tool can be classified into one of the following groups.
To run the file, you should right-click on it and then select ‘Run as Administrator‘ instead of double-clicking it. If the file still won’t run, switch off your antivirus software temporarily, as certain security programs flag batch files by default and prevent them from being executed. Furthermore, make sure that the version of QuickBooks Desktop on the old computer is 2018 or later since versions older than that are not at all supported by the tool.
There is no means of recovering that password after the session on the old computer has ended; if you lose it before finishing the transfer on the new computer, you will have to start again from the old computer and produce a new password.
If the ‘File > Utilities‘ menu doesn’t display the option ‘Move QuickBooks to another computer‘ at all, this is almost always because the version of QuickBooks that you have installed does not support the tool; therefore, you should check your QuickBooks Desktop version, and if it is older than 2018, then go directly to the manual transfer method listed below.
If, when carrying out the copy operation, QuickBooks does not show your flash drive as a choice, then try using a different USB port. It is better to use one that is directly on the motherboard rather than one on the front panel or one that is connected through a hub, and you should make sure that the drive is formatted in a Windows-compatible format such as NTFS or FAT32. In some cases, drives that have security or encryption software installed can also cause problems when QuickBooks tries to write to them directly.
It is normal for the progress bar to seem to stall for several minutes at a time when dealing with large company files or a slow USB drive, so wait at least 15 to 20 minutes before thinking that the process has actually frozen. However, if it has still not made any progress after that period, you should close QuickBooks, take out and reinsert the USB drive, and then restart the process from the beginning rather than attempting to resume the partial transfer.
If the Migrator Tool isn’t available on your version, or it fails partway through, you can still move QuickBooks using a standard backup-and-restore process:
It’s important to know precisely what information is contained in the QuickBooks backup file since the manual method depends completely on it. A typical local backup contains the data from your company file as well as any templates, letters, and logo or image files that are used in forms. The backup does not include the actual QuickBooks program files, which is the reason why step 3 above calls for a fresh installation on the new computer instead of just relying on the backup. Additionally, it does not cover any locally stored attachments if the Attach Documents feature is being used with local storage rather than cloud storage, so you should check this separately if your setup is similar.
Note: Backup QuickBooks Company File – Best Practices For Data Security
It makes no difference whether you used the Migrator Tool or installed it manually, since a number of installation errors occur so frequently that it is worth knowing about them in advance.
| Error | What it means |
| Error 1904: File failed to register | Run the QuickBooks Install Diagnostic Tool to repair the installation |
| Error 1603: Fatal error during installation | Update Windows to the latest version and retry |
| .NET Framework installation error | Install or repair Microsoft .NET Framework |
| Access denied errors | Run the installer as an administrator and check user permissions |
| License validation error | Double-check the product and license numbers entered |
The information provided was about using the QuickBooks Migrator Tool to transfer data; but if the QB Migrator Tool fails to carry out the transfer or if your company’s data appears to be incomplete on the new computer, BooksMerge’s bookkeeping team can assist you in moving your books safely and make sure that everything is complete. Dial +1-866-513-4656 to connect with a live representative now!
On the contrary, the Migrator Tool is only suitable for transferring QuickBooks Desktop between different computers. If your aim is to move your data to QuickBooks Online, you’ll have to use the dedicated Migration Tool that is intended for such a conversion.
The Migrator Tool is offered in QuickBooks Desktop 2018 and more recent versions; if you are using an older version, then the option will not show up in your Utilities menu, and you will have to use the manual transfer method instead.
No. The tool copies your files to the new computer; it doesn’t delete or modify anything on the old one. Your original company files and installation remain exactly as they were.
The Migrator Tool moves QuickBooks Desktop from one computer to another. The Migration Tool converts company data between QuickBooks Desktop and QuickBooks Online. They solve two different problems despite the similar names.
A standard backup includes your company file data, custom templates and letters, and logo or image files used on forms. It doesn’t include the QuickBooks program installation itself or locally stored document attachments, both of which need to be handled separately during a manual move.
In many cases, the Migrator Tool carries over your activation automatically. Still, if you deactivated QuickBooks manually or used the backup-and-restore method, you’ll likely need to re-enter your product and license numbers the first time you open QuickBooks on the new computer.
This depends on your license type. Some QuickBooks Desktop licenses allow installation on a limited number of computers for a single user; check your license terms before installing on multiple machines.
This varies based on the size of your company files, your USB drive’s speed, and your internet connection on the new computer, since it needs to download QuickBooks Desktop as part of the process. Most transfers finish within 30 to 60 minutes, but larger company files or slower connections can take longer.
AI-triaged.
Human-solved.
Instant QuickBooks diagnostics, then a certified ProAdvisor takes over live.
first-call fix
match time
live coverage
