How do I transfer the company files from my Quickbooks Pro Desktop to a seperate user under a different license?

You just need to create the backup file and give it to the new user. You will share the Admin password to restore the file later.

I'm here to provide information to help transfer the company files from my Quickbooks, @New2This4.

You can move your company files to another folder on your computer, on and off your network, or to another computer. The easiest way to do this, is to create and restore a backup company file.

If you move your company file to another computer, it won't affect your product license. Here's how:

1. Before you start, make sure to install QuickBooks Desktop on the new computer.
2. Follow the steps to create a backup company file on your original computer.
3. When you save the backup file, give it a unique name so it's easy to identify. This also prevents accidental overwrites.
4. Save the backup file somewhere you can easily find it, like your Windows desktop.
5. Move the backup company file to your new computer. You can either put the backup on a flash drive or an external device. Or you can share it if your new computer is on the same network.
6. Follow the steps to restore the backup on your new computer. Remember, it should have a unique file name.
7. If you use payroll, download the latest tax table after you move your file.

If you're just going to move your company file to another location on the same computer, you can check out this article for the detailed steps: Move your company files in QuickBooks.

Additionally, I'll be sharing this resource you can utilize in the future to help find your company file or most recent backup: Locating Backups and Company Data Files.

Feel free to leave a comment below if you have further concerns transferring company files in QuickBooks. I'll be around to help always. Stay safe!

The company file is for a client I will no longer be associated with, so I need to give the file to another bookkeeper who will open it under his license.  Since I have it as one of the companies on my QBPro Dektop, it has my license associated with it as well as my admin and email.  I do not want to share my license number with the new bookkeeper or my admin information.  How can I take that information off the backup I give him?

The backup file will not contain any information about your license code.

Thanks for getting back on the thread, @New2This4. Let me chime in and provide additional information about what contains your backup company file in QuickBooks Desktop (QBDT). 

When creating a backup, it saves everything that's currently in your company file. It comprises your accounting information, templates, logos, letters, pictures, and related assets (QuickBooks Statement Writer, Cash Flow Projector, Business Planner, and Loan Manager). That said, we don't have to worry about sharing your license number or admin information with the new bookkeeper because it's not included in the backup file, as Fiat Lux - Asia said.

Furthermore, we can locate your license number and other product information by pressing F2 button when logged in to QBDT. 

I'll attach this article as your future guide if you don't need a full backup and only want to move your accounting data: Create and open portable company files in QuickBooks Desktop. It's a condensed version of your company file that may be sent through email or stored on a USB drive. 

If you have further concerns about creating a backup file, please inform us by leaving a reply below. We're always here to assist you. Stay safe, and have a great day!

I just want to be sure I understand the process before I do anything.  In order for me to give the company files to the new bookkeeper who is not associated with me in any way, I need to create a full backup.  Then when he receives the backup he will need to restore it onto his Quickbooks.  I won't need to give him my password or grant access to that company file in any way?  He will just be creating a new company on his Quickbooks by restoring the data from the backup file I give him?  Do I need to take my password off before I give it to him?  I had tried to create the company without a password when I updated my Quickbooks Pro a year ago, but it would not let me.  I had to link the company to my Intuit account in order to access the company file.  Other posts I have read seem to indicate the new bookkeeper will have to be granted access to the company file by me - either adding them as a user (which I do not want because I do not trust them) or by changing the email address for the company file to their address before I make the backup copy.  Just want to be sure this is not the case.  I do not want the new bookkeeper to have any kind of access to my Intuit account, license, email, etc.

Hello there, @New2This4. I want to ensure you'll be able to transfer the company file without sharing the password. 

Thanks for sharing additional information about your concern. To answer your question, yes, you can remove the password of the company file and then create a backup later. Once done, you can now give the copy to the bookkeeper. To do so, please refer to these steps:

1. Navigate to the Company tab and select Set up Users and Passwords.
2. Next, input the existing password in the Change QuickBooks Password window. 
3. Then, leave the New Password and Confirm Password fields blank.
4. Scroll through to the challenge question and choose the Select option, and leave the answer blank.
5. Once done, select OK.

For reference, check out this article: Reset your password for QuickBooks Desktop.

Also, the backup file won't include any details about your license code. 

I've also attached this helpful resource that you can access in case you want to create a special copy of your file and send it to your account to review the data: Create an Accountant's Copy of your company file in QuickBooks Desktop.

Please reach back out to the Community if you have any other concerns about transferring the company file to another user. I'd be always here ready to lend a hand. Have a good one and stay safe.

Thank you for the reply.  So, once I go into the company file and remove my password and then make a backup I may give it to the new bookkeeper.  When he puts it on his Quickbooks program, creates a new company and uses the backup to restore data, that company file will not be tied to my account, correct?

Yes, that's correct, New2This4.

When you create a backup and share it with your bookkeeper, the file won't include any details about your account. For more details about the process, please see this article: Back up your QuickBooks Desktop Company File.

Additionally, I've added an article that you can utilize in the future to help find your company file or most recent backup: Locating Backups and Company Data Files.

Please feel free to leave a comment below if you have further concerns about transferring company files to QuickBooks. We're always here to help you Stay safe!

How does the new bookkeeper load the company file onto his computer program?  Will I have to make him the administrator in order for him to be able to open the file and work on it from this point forward?  If so, do I need to do that before I make the backup?