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How to Download and Use the QuickBooks Migration Tool

  • 11 Sep, 2026

The QuickBooks Migration Tool is Intuit's official built-in utility for two distinct situations: moving your entire QuickBooks Desktop setup to a new computer, and moving data between QuickBooks Online and QuickBooks Desktop. The download and setup process differs depending on which one you're doing, so the first step is confirming which migration you actually need. If you'd rather have someone confirm the right path for your setup before you start, you can reach a specialist at +1-866-408-0444.

Which Migration Tool Do You Need?

Moving QuickBooks Desktop to a new computer (same version, new hardware): Use the Migrator Tool built into QuickBooks Desktop, which transfers your company files, templates, reports, and settings via a USB drive.

Moving data from QuickBooks Online to QuickBooks Desktop: Use the separate migration tool downloaded through QuickBooks Online's Export Overview page.

These are two different tools for two different jobs — using the wrong one for your situation is a common source of confusion.

QuickBooks Migration Tool Setup: New Computer (Desktop-to-Desktop)

If you're moving your existing QuickBooks Desktop installation to a new computer, this QuickBooks migration tool setup process uses a USB drive rather than a direct download:

  1. On your old computer, open QuickBooks Desktop and go to File > Utilities > Move QuickBooks to another computer

  2. Create a one-time password when prompted — you'll need this on the new computer

  3. Insert a USB flash drive with enough free space for your company files

  4. Let the tool copy your installation files, company files, templates, reports, and settings to the drive

  5. On your new computer, insert the same USB drive

  6. Open the drive manually (Windows security settings may prevent it from launching automatically)

  7. Double-click Move_QuickBooks.bat to launch the migrator

  8. Enter the one-time password you created earlier

  9. Wait for the tool to download and install QuickBooks and restore your files — this can take a while depending on data size

After it finishes:

  1. Sign in to payroll and payment services again — these don't transfer automatically for security reasons

  2. Set up Intuit Data Protect again if you were using it

  3. Move any additional company files manually if you had more than the tool's supported limit

  4. Create a fresh backup on the new computer

  5. Deactivate your license on the old computer (Help > Manage My License > Deactivate License) before uninstalling, if you no longer need QuickBooks there

If you're on QuickBooks 2017 or earlier, use a multi-user setup, or simply prefer manual control, the manual deactivate-and-reinstall method is the recommended alternative to the automated migrator.

Downloading QuickBooks Conversion Tools: Online to Desktop

If you're moving data from QuickBooks Online back to QuickBooks Desktop, the process starts inside QuickBooks Online rather than Desktop:

  1. Before starting, make sure QuickBooks Desktop is already installed on the computer you'll be using — you'll need it open during a later step

  2. Sign in to QuickBooks Online using a supported web browser

  3. In the URL bar, replace everything after /app/ with exportqbodatatoqbdt, so the address reads https://app.qbo.intuit.com/app/exportqbodatatoqbdt

  4. On the Export Overview screen, select Get Started

  5. Select Download tool — keep this browser tab open

  6. Once downloaded, run the installer, select Next, accept the license agreement, choose Complete as the setup type, then Install and Finish

  7. Back in QuickBooks Online, choose what to export — either all data with transactions, or just lists and balances

  8. Review the limitations page Intuit shows before continuing — this outlines exactly what won't transfer for your specific export type

  9. Enter an email address for the migration confirmation, then continue

  10. Select Download QBXML file and save it somewhere easy to find

Then, run the migration tool itself:

  1. Open QuickBooks Desktop and stay on the No Company Open screen

  2. Open the QuickBooks Desktop migration tool you installed earlier

  3. Select Browse, navigate to your downloaded QBXML file, and select Open

  4. Select Import

  5. Enter a name and save location for your new company file

  6. A Certificate window should appear asking for permissions — if it doesn't appear and the tool can't connect, close both programs and reopen them using Run as Administrator

  7. Select Yes, Always, check the box allowing the application to access personal data, then Continue and Confirm

  8. Wait for the import to complete, then select Done

What Won't Transfer

Regardless of direction, certain data commonly doesn't move automatically — memorized transactions, custom templates, budgets, attachments, sales orders, payroll records, and non-posting entries like estimates are typical exclusions. Intuit displays a limitations summary specific to your export type during the process (step 8 above) — read it before finishing, since it tells you exactly what to expect for your specific setup rather than a generic list.

Common Issues During Migration Tool Setup

The Migrator Tool's USB drive doesn't open automatically on the new computer: This is expected — Windows security settings block autorun. Open the drive manually through File Explorer instead.

The Certificate window doesn't appear during Online-to-Desktop import: Close the migration tool and QuickBooks Desktop, then reopen both using Run as Administrator (right-click the icon and select the option) before trying the import again.

"The file you selected is not a valid XML" error: This typically means the QBXML file wasn't fully downloaded, or you're trying to import a file exported from a non-US version of QuickBooks Online into a US version of Desktop — the tool only supports matching regional versions.

When to Get Help With a Migration

If you're dealing with multiple company files, a non-standard version combination, or data types the tool doesn't support that you specifically need preserved, that's a reasonable point to bring in dedicated help rather than troubleshoot a partial migration after the fact. For anyone still downloading QuickBooks conversion tools and unsure which path fits their setup, professional QuickBooks Data Conversion Services can scope out exactly what will and won't transfer before you start — call +1-866-408-0444 to talk through your specific situation — which avoids discovering gaps only after the migration is done.

Frequently Asked Questions

Is the QuickBooks Migration Tool free?
Yes, it's a free built-in utility from Intuit for both Desktop-to-Desktop and Online-to-Desktop migrations.

Can I use the migration tool between different QuickBooks Online regions?
No — the Online-to-Desktop tool only supports matching regional versions (for example, US to US).

What should I do if the Certificate window doesn't appear during import?
Run both the migration tool and QuickBooks Desktop as Administrator, then retry the import.

Does payroll transfer automatically during migration?
No — payroll and payment services need to be signed into again separately after a Desktop-to-Desktop computer migration, for security reasons.

Bottom Line

  1. Confirm which migration you need first — Desktop-to-Desktop and Online-to-Desktop use different tools

  2. The Desktop Migrator Tool uses a USB drive and a one-time password; run it as Administrator if the Certificate window doesn't appear

  3. Review Intuit's limitations summary for your specific export type before finishing

  4. For migrations involving multiple files or data the tool doesn't support, professional data conversion services can help you scope it out beforehand

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