Upgrade FAQs

Upgrading has never been easier — the QuickBooks installation wizard will guide you every step of the way. All your existing preferences and data transfer easily — including customer, vendor and employee lists, as well as transactions, reports and customized options.

Top Upgrade Questions: Getting started with QuickBooks

Q: Can I upgrade to a web-based product that allows me to access QuickBooks when I'm on the road?

A: You can purchase QuickBooks Pro Plus or QuickBooks Premier Plus, subscription versions of our QuickBooks Pro and Premier products. With Pro Plus and Premier Plus, you’ll get access to customer and sales data in QuickBooks, and the ability to create invoices, right from your mobile phone, and much more. Learn more

For a complete online accounting solution, you can upgrade to QuickBooks Online Plus—a web-based subscription that gives you the flexibility to access business information from work, home or the road—even from your iPhoneTM. Learn more.

Q: Will my data from previous QuickBooks versions be transferred safely if I upgrade to QuickBooks 2012?

A: Yes, when you open QuickBooks 2012 the first time, the new software will find the older version of QuickBooks on your computer, and import your company file and preferences for you.

Q: Can I upgrade all older QuickBooks software versions to the latest version?

A: Yes. If you're a Windows user, you can upgrade from all older versions of QuickBooks to any version of QuickBooks 2012 for Windows. You can also convert data from some QuickBooks Mac editions to QuickBooks Windows editions. (Additional software may be required.)

Q: How long does it take to upgrade?

A: In most cases, it will take under an hour to upgrade your data.1 Many files take even less time. All your existing preferences and data transfer safely and automatically at the same time.

Q: What if I plan to get a new computer with Windows Vista and Windows 7?

A: QuickBooks 2007, 2008, 2009, 2010, 2011 and 2012 are compatible with Windows Vista as well as Windows XP. QuickBooks 2012 is also compatible with Windows 7.

For a full list of our system requirements and other compatible programs, please see our system requirements documentation.

Q: How do I upgrade my Pro 5 User or Premier 5 User Editions?

A: We no longer offer 5 user versions of QuickBooks Pro. If you own a previous version of Pro 5 and need more than 3 user access, please contact our Telesales team at 1-866-379-6635 to discuss your options.

If you own a previous version of Premier 5 and need more than 3 user access, you can easily purchase a Premier 3 User Edition 2011 and two separate Premier Edition 2011 single user licenses. You can also upgrade to QuickBooks Enterprise Solutions for more advanced functionality. Learn more

To purchase additional licenses from within your QuickBooks, go to the Help menu → Manage My License → Buy additional user license. You will see a web page that allows you to select "Add seats online" or "Add seats by phone".

Q: Why upgrade now?

A: You can upgrade your QuickBooks anytime! However, in addition to benefiting from the latest time saving QuickBooks features that make managing your business finances easier, there are other important reasons to upgrade now. Starting May 31, 2012 we will no longer be offering access to live technical support or add-on business services for QuickBooks 2009 (see www.quickbooks.com/discontinue for details).

Installation: Answers to your Installation Questions

Q: What if I want to install the software on a new computer?

A: Just install the 2012 software program on the new computer and move your company file to the new computer. All of your data will convert to the 2012 program when you open an existing company file for the first time with the new software.

Q: How do I update my existing company file?

A: You will be automatically prompted to update existing company files the first time you open them with the new QuickBooks program. Also, we recommend that you do not store QuickBooks company files in your Program Files folder. If you have existing company files in that folder, QuickBooks will help you move them.

Q: On which operating systems will QuickBooks 2012 run?

A: QuickBooks 2012 will run on Microsoft Windows XP (SP2 or later), Vista (w/ UAC on), 7 (w/ UAC on), Windows Server 2003, Windows Server 2008, Small Business Server 2008.

Read the full description of system requirements for QuickBooks Pro Edition 2012.
Read the full description of system requirements for QuickBooks Premier Edition 2012.

Q: What are the technical requirements to download QuickBooks?

A: Our most satisfied customers meet three specific technical requirements before deciding to download QuickBooks:

  • A high-speed Internet connection (DSL, cable modem, or higher) to accommodate the large file size. Customers with dial–up connections are highly encouraged to purchase a CD–ROM rather than downloading.
  • For Windows: Internet Explorer 6.0 or higher, to enable the QuickBooks Download Manager to properly manage the download for you.
  • 2.5 GB free disk space for the installation. After installing QuickBooks, you can delete the installation program from your computer to free up disk space.

Q: How long does it take to download QuickBooks?

A: Below are download file sizes and typical download times for cable and DSL modems. Please note: actual download times will vary depending upon modem speed, Internet traffic, time of day, and other factors.

Product Download File Size Estimated Download Time (cable modem) Estimated Download Time (DSL)
QuickBooks: Pro, or Premier 470 MB 45 min 90 min
QuickBooks: Enterprise Solutions 470 MB 45 min 90 min
QuickBooks Point of Sale 360 MB 30 min 60 min

Multi-User: Flexible options for using QuickBooks

Q: How can more than one person work on QuickBooks at the same time?
A: The multi-user mode2 in QuickBooks Pro allows up to 3 users to collaborate on the same company file at the same time. The multi-user mode in QuickBooks Premier allows up to 5 users to collaborate on the same company file at the same time. All users must be networked and must each have their own QuickBooks license.

Multi-user mode enables more than one person to work on a company file at the same time increasing collaboration and productivity. It improves accuracy because all users are working on the most up-to-date data.Additionally, it ensures data stays protected because individual user access levels can be set. To enable multi-user mode, go to the File menu in QuickBooks and choose "Multi-User Mode".
If you need more users accessing QuickBooks at the same time, please see our QuickBooks Online Edition or QuickBooks Enterprise Solutions products, or call us at 1-866-379-6635.

Q: When do I need an additional license?
A: Our standard license agreement requires separate QuickBooks licenses for each person who uses QuickBooks software. However, if you have both a laptop and desktop PC, and you're the only person using QuickBooks, you only need one license. You need to get additional licenses when additional people need to use QuickBooks on their computers. Complete details on our license agreement.

Q: What are some common situations in which businesses need to buy additional licenses?
A: The most common scenario is when more than one person in the business needs to use QuickBooks, even if only for certain specific tasks. For example, a business owner may want to have a copy of QuickBooks solely for running reports, doing payroll, and printing checks, but his office manager needs to use QuickBooks to enter sales orders and receipts. Accordingly, the business needs two licenses.

Q: What if I print out reports from my QuickBooks software for another person? Would I need to get an additional license for this person?
A: If another person is solely reviewing printed reports that you generate yourself in QuickBooks, then they don't need to get their own QuickBooks license. However, if they install and/or use QuickBooks, then they will need a separate license.

Q: Can I run QuickBooks both at the office and at home on a single-user license or do I need to purchase separate licenses for both computers? If so, how do I do that?
A: Under the single-user license, you can install QuickBooks on both your work and home computers, as long as you're the only person using QuickBooks on both computers. Also, only one person at a time can access the company file with one single-user license.

Q: How do I purchase additional licenses outside of what is available on the site?
A: You can configure your QuickBooks to suit however many users you need. If you have more than 3 users of Pro or Premier, we recommend that you call 1-866-379-6635 and order from one of our sales consultants. They will ensure that you are set up with the proper number of licenses and that you receive a discount for purchasing additional QuickBooks user licenses.

If you already have a copy of QuickBooks, you can also add additional licenses from within the product. To do so, go to the Help menu, click on "Manage My License" to purchase additional licenses. You will see a web page that allows you to select "Purchase additional licenses via phone" or "Purchase additional licenses via web". If you choose to purchase additional licenses by phone, you will be given a phone number to call and a representative can assist you in purchasing an additional license. If you choose to purchase additional seats over the Internet, you will be directed to the in-product e-Store to make your additional purchases.

Q: Can I run multiple companies from one copy of QuickBooks?
A: Yes. You can run as many companies as you want from one copy of QuickBooks. Of course, you'll still need a separate license for each user of QuickBooks if you have multiple users.

Q: What is the maximum number of simultaneous users for a QuickBooks company file?
A: QuickBooks can accommodate up to 30 simultaneous users.2 QuickBooks Pro is best suited for businesses with 1-3 users, while QuickBooks Premier is best suited for businesses with 1-5 users. (Note that one license is required for each user. A server does not count as a user if no one works on QuickBooks on the server itself). If your business has 5 or more users, please call us at 1-866-379-6635 .

Q: Can I install a copy of QuickBooks on my network server? Do I need an additional license?
A: You do not need a separate license if you install QuickBooks on a server for other users to access, but no one directly uses QuickBooks on that server. By choosing the Server Installation during the Installation Interview, QuickBooks will install a version that is appropriate for server access but not for regular QuickBooks use.

If you install QuickBooks on your server, you still must have a license for every user of the program. Only certain configurations involving shared company data files are allowed.

Q: What if I have more questions about multiple users?
A: You can access additional help on multiple users in several different places:
  • During the QuickBooks installation process
  • In the materials included with your QuickBooks software
  • On our support Web-site

Q: When should I consider QuickBooks Online Edition?
A: QuickBooks Online Edition is ideal if you would like to access your books from home, the office, or on the road—any place with an Internet connection. It also provides the flexibility for up to 25 people to work on your books at one time. You can also control what they see and how much they can do. Learn more about Online Edition.

Q: When should I consider QuickBooks Enterprise Solutions?
A: Move up to QuickBooks Enterprise Solutions when you want the most advanced QuickBooks product but still want the ease of your current QuickBooks. QuickBooks Enterprise Solutions has advanced functionality that gives you better reporting flexibility and customization, helps you manage inventory in multiple locations 3 ,and allows you to work in two company files at one time 4 .The software also offers in-depth user controls with different levels of access to more than 115 individual reports, bank accounts, lists and activities in QuickBooks. Best of all, it looks and feels like the QuickBooks product you use today and upgrading to QuickBooks Enterprise Solutions is as easy as any other upgrade. And if you need room to grow in your software, QuickBooks Enterprise Solutions allows you to track hundreds of thousands of vendors, customers and inventory items 5 and scale from 5 to up to 30 simultaneous users.

Support: How to find assistance with QuickBooks

Q: Where can I get help with QuickBooks?

A: With QuickBooks, you can find fast answers and get expert help to all of your QuickBooks product questions.

From within QuickBooks 2010, 2011 and 2012, you can search in-product help to find answers to common questions. You can also visit Live Community to ask questions and get answers from other QuickBooks users, accountants and experts. You can search and browse over 80,000 posts from community forum members.

To get instant answers to thousands of set-up and product questions, you can visit the QuickBooks Support Website

Or get live personalized help from trained QuickBooks experts plus free Online Backup, Data Recovery, and learning tools, by purchasing a QuickBooks Support Plan. You'll be able to contact us as often as you'd like. We're here 24 hours a day, 7 days a week to answer all your product questions.

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Important disclaimers, disclosures and notes
1 Tested under the following conditions: Windows XP Service Pack 2, 2.5GHz/1GB RAM system with QuickBooks Pro 2008 Edition. Company files of 40MB, 200MB and 400MB were tested - QuickBooks 2009 installed under one hour. Total installation time comprised of: 1) QuickBooks 2009 Installation, 2) Product Registration and 3) Company File Update.
2 Requires the purchase of additional single-user and/or multi-user packs to become multiple-user capable (one user per license purchased). All users must be on the same-year version of QuickBooks to access the same company file.
3 Additional fees may apply for the Advanced Inventory add-on subscription. Users must be on QuickBooks Enterprise Solutions 12.0 and have an active subscription to the Full Service Plan.
4 Some functionality may be restricted in the second instance.
5 Enterprise Solutions allows you to add up to one million names (e.g. customers, vendors, employees) and up to one million items (e.g. inventory, non-inventory and service items). Some performance degradation is likely as your lists approach these size thresholds.
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