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Create a new company file from an existing one

Learn how to create a company file from an existing one in QuickBooks Desktop.

You can create a new company file by copying an existing one, an using the Condense Data utility to remove all transactions. The copy will keep your accounts, lists (customers, vendors, items, etc.), templates, and preferences from the original company.

We show you the two steps to create a new company file from an existing one.

Note: For QuickBooks Desktop Payroll services: If you are using Direct Deposit, E-file, or E-pay, make sure your subscription is active in one company only.

Copy an existing Desktop company file

Here's how to copy an existing QuickBooks Desktop company file.

  1. Back up your QuickBooks company file.
  2. Restore your backup company file. Save the backup to a folder where you want to keep your new company file. And then rename the file. (Note: This creates a copy of the original company file, with a different name.)
  3. Review the new company file.

Remove all transactions from a copied company file

QuickBooks won't be able to remove all transactions if you have payroll data in the current year. Learn more about this and other limitations when condensing your data.

You can delete transactions manually. Or create a new company file instead. After that, export your lists from the original company. Then import them into the new one. You can also export and import your form templates Although you can only do this one at a time.

  1. Go to File, then Utilities, then Condense Data. (If you receive a message that budget data will be removed, select Yes.)
  2. In the Condense Data window, select All Transactions.
  3. Select Next. Then follow the onscreen instructions to remove the transactions.