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Taxwino
January 20, 2025
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Restoring a data file to user with different license

  • January 20, 2025
  • 1 reply
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I am Treasurer for a small not for profit and have set up the QuickBooks data file for this NFP on my computer under my license (QB Pro Plus Desktop) that I use for my own businesses.  A new treasurer is taking office.  The NFP has purchased their own QuickBooks Pro Plus Desktop license.  I just want to confirm that if I give her a backup via the cloud of the working data file to restore to her computer with the NFPs license, that it won't overwrite any of her license information - and vice versa.  We may send the data file back and forth for a while as she wants me to check her work.  (BTW QuickBooks online is ruled out as an option for us because of the reports we must generate.)   Thanks!

Best answer by RogelioL

Hello and thank you for reaching out with your query. As you hand over your responsibilities to the new treasurer, it's important to ensure a smooth transition, and I'm here to help you with that.

 

I understand the concerns about managing QuickBooks licenses and data safely, and I'll do my best to provide you with clear and accurate information.

 

To begin with, QuickBooks Desktop licenses and data files work independently of each other. When you create and move a backup of the data file, it contains only the financial and company data, not the software license information.

 

Therefore, restoring a backup from one licensed copy of QuickBooks to another does not affect licensing. Each installation of QuickBooks Desktop requires its license to operate, regardless of where the data comes from.

 

To learn how to transfer the data file to the new treasurer without affecting license information, follow these steps:

 

  1. Open your QuickBooks Desktop and go to the File menu, then select Back Up Company and follow the steps to create a full backup.
  2. Save the backup file to a cloud storage service that both of you can access.
  3. The new treasurer will need to download the backup file from the cloud.
  4. She can then open her QuickBooks, go to the File menu, select Restore a Backup Copy, and follow the prompts to restore the data file to her computer.

 

This process will ensure that the data is transferred without altering any license information. You can repeat this process whenever you need to exchange updated files.

 

To learn more about moving your company files to another folder, please refer to this article: Move your company files to another computer.

 

If you'd like to use QuickBooks Online, you can check out this article to learn how to import your QuickBooks Desktop company file into QuickBooks Online: Move your QuickBooks Desktop file to QuickBooks Online.

 

I hope this clarifies your concerns and helps you and the new treasurer manage the transition effectively. If there are further issues or additional questions that arise as you proceed, please feel free to reach out. Best of luck with the handover and I appreciate your dedication to managing the not-for-profit’s financials.

1 reply

R
RogelioLAnswer
January 20, 2025

Hello and thank you for reaching out with your query. As you hand over your responsibilities to the new treasurer, it's important to ensure a smooth transition, and I'm here to help you with that.

 

I understand the concerns about managing QuickBooks licenses and data safely, and I'll do my best to provide you with clear and accurate information.

 

To begin with, QuickBooks Desktop licenses and data files work independently of each other. When you create and move a backup of the data file, it contains only the financial and company data, not the software license information.

 

Therefore, restoring a backup from one licensed copy of QuickBooks to another does not affect licensing. Each installation of QuickBooks Desktop requires its license to operate, regardless of where the data comes from.

 

To learn how to transfer the data file to the new treasurer without affecting license information, follow these steps:

 

  1. Open your QuickBooks Desktop and go to the File menu, then select Back Up Company and follow the steps to create a full backup.
  2. Save the backup file to a cloud storage service that both of you can access.
  3. The new treasurer will need to download the backup file from the cloud.
  4. She can then open her QuickBooks, go to the File menu, select Restore a Backup Copy, and follow the prompts to restore the data file to her computer.

 

This process will ensure that the data is transferred without altering any license information. You can repeat this process whenever you need to exchange updated files.

 

To learn more about moving your company files to another folder, please refer to this article: Move your company files to another computer.

 

If you'd like to use QuickBooks Online, you can check out this article to learn how to import your QuickBooks Desktop company file into QuickBooks Online: Move your QuickBooks Desktop file to QuickBooks Online.

 

I hope this clarifies your concerns and helps you and the new treasurer manage the transition effectively. If there are further issues or additional questions that arise as you proceed, please feel free to reach out. Best of luck with the handover and I appreciate your dedication to managing the not-for-profit’s financials.

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