How to Back Up and Move a Company File in QuickBooks Desktop?

by James Antonio

QuickBooks has gradually become one of the leading accounting applications in recent times an integral part of organizations worldwide. The company files created and stored in QuickBooks contains vital information while the backup files contain data till a particular date. Any user and business entity that uses QuickBooks to manage its finances must be aware of the steps to backup a file as it ensures that your data is secured.

There are certain scenarios where after the backup of the company file is made, they have to be moved on another computer or to a different location on the same system itself. Since the data involved is extremely sensitive and important, the right steps have to be followed; else the file may get overwritten or deleted permanently.

Read this article till the end if you want to know the necessity of having a backup file, the process of creating a backup file and moving it to a location that is convenient for you.

Why do You need to Have Backup Files in QuickBooks Desktop?

There are many possible scenarios in which the user may require Backup files in QuickBooks Desktop and move them to a different location. Some of these possible situations are:

  • The system running the QuickBooks product may have crashed.
  • You have to undo some recent changes on your company data file.
  • You have purchased a new computer and wanted to transfer your QuickBooks product to the new system.
  • You have to share your company file or related data with another computer.
  • You wish to ensure that the data remains safe even if it gets damaged, lost or somehow tampered.

What are the Steps to Backup a File in QuickBooks?

Steps to Backup a File in QuickBooks
Steps to Backup a File in QuickBooks

For backing up a file in QuickBooks, you have to follow the steps mentioned below-

  • Log in to the QuickBooks company file of which the backup is to be created.
  • Open single – user mode by first clicking on the file menu and then selecting Switch to Single User Mode. Click OK when a QuickBooks popup appears on the screen.
  • From the File menu, click on Backup Company and then on Create Local Backup.
  • Now, select the Local Backup option and click ‘Next’.
  • Click Ok on the popup message and click Save.

How to Move the File on Your Local Computer?

Back Up and Move a Company File in QuickBooks Desktop
Back Up and Move a Company File in QuickBooks Desktop

Follow the below mention steps to move the file on your local computer:

1. Using the File Manager:

  1. You can use the File Manager for uploading or downloading files on your computer by following the steps mentioned below-
    • Download the File Manager and log in. Choose the destination folder from the column on the left.
    • Click on the blue Up arrow. Choose the file or files to be uploaded from the file selector.
    • Click the Add button and choose the files that you want to upload select the file and click Open.
    • Now click on the Upload button.
    • Click on the Close button when the upload is complete.
    • Downloading the file
  2. Downloading the file
    • Choose the file that you want to download from the left side of the menu.
    • After that, click on the blue ‘down’ arrow at the top of the interface.
    • Choose the location where the file has to be downloaded.

2. Moving the Company File to Another Computer

  • Install QuickBooks Desktop on the computer to which files are being moved.
  • Follow the steps mentioned above to create a backup file on the computer you used previously.
  • Provide the backup file with an easily identifiable name as it also prevents overwriting of the file accidentally.
  • Make sure you save the backup file at a location where it can be easily located.
  • Use an external device or a flash drive to move the backup file to the new computer. You can also share the company file if both systems are on the same network.
  • Restore the backup file on the new computer.

PRO TIP- It is recommended to download the latest tax table after the file has been moved.

3. Moving the Company File to a Different Location on the Same Computer

  • Create a backup company file using the steps mentioned above.
  • Make sure that the backup company file is given a unique name before saving so that it could be identified easily.
  • Save the file at a location like the desktop so that it is easier to locate. The backup should be saved on the local hard drive of the computer if the company file is present on the network.
  • Now restore the backup file to the newly created folder / location.

4. By Moving the QuickBooks Data Folder Entirely

This alternative is used when the user does not want to create a backup company file.

  • In QuickBooks, open the company file that has to be moved.
  • Press the F2 button. This will open the Product info window.
  • Check the File information section. This tells you the location of the company file on the hard drive.
  • Click on the Windows Start button and open the File Explorer.
  • Locate the folder in which the company file is present.
  • Right click on the company file and choose Copy.
  • Now open the external device where the files have to be moved. Open the new location on the hard drive if you have to move the files here.
  • Right – click and select the Paste option.

In conclusion, you have learned the various ways you can protect the data of your organization by creating a backup. You have been equipped to enable other computers to become an asset to your daily accounting needs by transferring your files to them.

Will my Data be Affected if the Backup is in the same folder as the Company File?

Your data may get overwritten if the backup file and the company file are in the same folder. To prevent that, ensure that the names of both the files are different from each other.

Where will the File get Downloaded if I do not Choose the File Location?

If you do not choose the file location or the file manager doesn’t prompt you to choose one, the file will get automatically saved to the downloads folder on your system.

If I Move my Company File to Another Computer, will it Affect my Product License?

No, your product license remains unaffected when you move your company file to another computer.

Features of Dancing Numbers for QuickBooks Desktop





How Dancing Numbers Will Help You


Dancing Numbers is SaaS-based software that can easily be integrated with your QuickBooks account. You can import, export, and delete lists or transactions from your company file. Using Dancing Numbers you can simplify and automate the process, saving time and increasing productivity. Just fill in a few fields and apply the relevant features to complete the task.

It saves your time and money that you can invest in your business. It has no human errors, works automatically, provides a user-friendly interface (easy to use and learn), and more. You can also have access to the comprehensive features set if you use it to import, export, and delete services.

Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Receive Payment
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Journal Entry
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items


Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Devices Supported

  • Windows


  • On Premise

Language Support

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Pricing Model

  • Annual Subscription

Customer Types

  • Small Business
  • Medium Business



Importer, Exporter & Deleter

*See our Pricing for up to 3 Company Files

$199/- Per Year

Pricing includes coverage for users
  • Services Include:
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Accountant Basic

*See our Pricing for up to 10 Company Files.

$499/- Per Year

Pricing includes coverage for users
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Accountant Pro

*See our Pricing for up to 20 Company Files.

$899/- Per Year

Pricing includes coverage for users
  • Services Include:
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  • Unlimited Users
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  • Up to 20 companies


Accountant Premium

*See our Pricing for up to 50 Company Files.

$1999/- Per Year

Pricing includes coverage for users
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Frequently Asked Questions

How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.

How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.

How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.

How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.

Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.

What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.

How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.

How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.

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