Know Company File Compatibility between QuickBooks Versions

by James Antonio

It is a common occurrence that when a user upgrades QuickBooks, there are issues due to company file compatibility. The company file doesn’t update itself automatically and the message “This QuickBooks file needs to be updated” is displayed on the screen. A lot of users may get stuck in a cliffhanger and may not know why this error occurred or how will they regain access to the data stored in the company file if they don’t possess the necessary information and the right guidance.

The aim of this blog is precisely to make the user aware about company file compatibility that will assist him in avoiding errors while upgrading QuickBooks. In addition, we will provide users with important things they must take care to avoid confusion and the various factors that can determine whether their copy of QuickBooks supports the company file or not.

Important Terminologies Related to QuickBooks

There are a few important terms with which you have to get yourself acquainted with before we discuss further–

  1. QuickBooks Product: It can be QuickBooks Desktop Pro, Enterprise Solutions (ES) or Premier.
  2. QuickBooks Version: Each QuickBooks product has a version designated by a year. For instance, QuickBooks desktop Pro 2019 is a different version from QuickBooks Desktop Pro 2020.
  3. QuickBooks Edition: A distinction among the products Enterprise solution or premier based on the various businesses it caters such as Accountant, Manufacturing and wholesale , Professional services, General business, Retail, contractor.

Company File Compatibility When you Upgrade a QuickBooks Product

  • Company files belonging to the Premier product can be opened in Pro and vice versa and the data in the file need not be modified.
  • A user can upgrade the Premier and Pro company files to Enterprise Solutions but it is not possible to open Enterprise Solution files in Premier or Pro product.

Company File Compatibility When you Upgrade a QuickBooks Version

On upgrading a QuickBooks version m the company file compatibility between the two different QuickBooks version is affected in the following manner-

  • If a QuickBooks company file of the QuickBooks Desktop version belongs to a particular region, it cannot be opened in another region. For instance, the US version of QuickBooks will display a message stating “This file was not created with a US version of QuickBooks” if you try to open a file created in Indian version.
  • A company file can be upgraded to a newer version in QuickBooks but an upgraded file cannot be opened in an older version. The sole exception is when QuickBooks desktop accountant is being used by the user.
  • QuickBooks prompt the user to upgrade or convert the QuickBooks company file when the company file is opened in a newer version. The newer version generally updates the older company file and updates it.

Company File Compatibility When you Upgrade a QuickBooks Edition

The company file compatibility between different versions of QuickBooks gets affected when there is an upgrade from one QuickBooks edition to another. The file created in one edition opens hassle free on another edition and does not affect the company data as well.

Important things you must remember

  1. It is essential for users to create a different folder and name it Pre Conversion backup so that overwriting of files can be avoided.
  2. If the company files are being transferred by the users across different locations or computers, it has to be ensured that both the systems are having the same version of the QuickBooks software.
  3. If the user continues to use a previous version of QuickBooks, he/she will have to re-enter the transactions present in the old backup file into a new upgraded file manually. The user may have to take the help of a designated application to export the transactions or merge the company files.
  4. The user must reinstall the old version on a separate folder so that the pre- conversion files are restored if he wishes to keep the old version and install a newer version of QuickBooks as well.

On a parting note, we hope that after reading this blog, you have well understood the QuickBooks company file compatibility and got clarity on the difference between various QuickBooks editions, versions and products.

Can I open an Upgraded File if I have the Accountant’s Copy of the Company File?

Yes, you can open an upgraded file in the older version of QuickBooks id you have QuickBooks Desktop Accountant installed on your system.

Can I move my Company File to Another Computer if the other System has a Different Version of QuickBooks?

No, in order to move the company file to another system, both systems must be having the same version of QuickBooks installed on them.

Can I open an Enterprise Solution Company File in Pro or Premier Version of QuickBooks?

No, you cannot open an Enterprise solution company file in Pro or Premier Version of QuickBooks but vice versa is possible.

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

  • English

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:
  • Unlimited Export
  • Unlimited Import
  • Unlimited Delete


Accountant Basic

*See our Pricing for up to 10 Company Files.

$499/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer,Exporter,Deleter
  • Unlimited Users
  • Unlimited Records
  • Upto 10 companies


Accountant Pro

*See our Pricing for up to 20 Company Files.

$899/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 20 companies


Accountant Premium

*See our Pricing for up to 50 Company Files.

$1999/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 50 companies

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.

Get Support

The Bulk Import, Export, and Deletion can be performed with just an easy single-click. We offer a simplified process that assures you that you will be able to focus on your core work.

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