How to Upgrade QuickBooks Desktop for Windows and Mac?

How to Upgrade QuickBooks Desktop for Windows?

Upgrade QuickBooks Desktop Pro Plus, Premier Plus, Enterprise, or Mac to use the latest features using the following methods.

How to Upgrade QuickBooks Desktop for Windows Automatically?

Here are the steps to upgrade QuickBooks Desktop for Windows automatically:

• Open QuickBooks Desktop and choose the option “Upgrade Now”.
• To keep the latest version, choose the “Keep old version on my computer” option, then choose the Let’s go button.
• Leave it blank to exchange the old version.
• Choose the “Let’s go” option to download, install, and activate the current version.
• Choose the “Open QuickBooks” button when the upgrade completes.

How to Restore One-Time Messages in QuickBooks Desktop for Windows?

Here are the steps to restore one-time messages in QuickBooks Desktop for Windows:

• Go to the “Edit” option, then choose the “Preferences” option.
• Choose the “General” option, then click the “My Preferences” option.
• Select the “Bring back all one-time messages” option and choose the “OK” button.
• Close and reopen QuickBooks to view the upgrade prompt.

How to Upgrade Manually in QuickBooks Desktop for Windows?

Here are the steps to upgrade manually in QuickBooks Desktop for Windows:

• Log in to the Intuit account for license information.
• Open “QuickBooks Desktop Manager” to initiate the upgrade.
• Type the license details when prompted.
• Follow the guidelines to complete the upgrade.

How to Upgrade QuickBooks Desktop Using Discovery Hub?

Here are the steps to upgrade QuickBooks Desktop for Windows using the Discovery Hub:

1. Select the “DISCOVERY HUB” beside the profile icon.
2. Click the option “Upgrade to QuickBooks 2024.
3. Choose the option “Proceed to upgrade” then click the “Upgrade Now” option.
4. To keep the current version, choose the “Keep old version on my computer” option, then click the “Let’s go” button. Keep it blank to exchange the old version.
5. QuickBooks downloads, installs, and activates the latest version.
6. Choose the “Open QuickBooks” option when the upgrade completes.

How to Upgrade QuickBooks Desktop for Mac?

Upgrade your QuickBooks Desktop Pro Plus, Premier Plus, Enterprise, or Mac to its current version. This assists you in getting the latest features/services to execute business operations smoothly. 

When a new version of QuickBooks is available, a prompt occurs when QuickBooks is opened. Ensure that the Single-user mode is turned on, and then follow these steps:

• Open QuickBooks Desktop and choose the option “Upgrade for Free”.
• Choose the option “Let’s go” to download and install the latest version.
• When the upgrade completes, choose the option “Open QuickBooks”.
• Activate or register the latest version.

Note: QuickBooks for Mac automatically keeps the old version.

How to Upgrade QuickBooks Desktop for Mac via Help Menu?

Here are the steps to upgrade QuickBooks Desktop for Mac through the Help menu:

• Go to the “Help” menu and choose the option “Upgrade QuickBooks”.
• Click the “Upgrade for Free” option.
• Choose the “Let’s go” option to download and install the update.
• When the upgrade completes, choose the option “Open QuickBooks”.
• Activate or register the latest version.

Upgrade QuickBooks Desktop for Windows or Mac to use the latest features, enhanced functionality, and security updates. Whether you are accessing Pro Plus, Enterprise, Premier Plus, or Mac versions, upgrades guarantee compatibility with the operating system and third-party apps.

Each update boosts financial management and increases business efficiency. New features simplify tasks and enhance decision-making. Security patches safeguard sensitive data, while improved tools support smooth operations.

This article explains how to back up QuickBooks Files and update QuickBooks Desktop for Windows and Mac. It will help you stay relevant and maximize the value of your QuickBooks investment.

How to back up the QuickBooks Company Files?

Upgrading QuickBooks Desktop takes time, depending on the internet speed and file size. Backup your company files to prevent data loss. This applies to both Windows and Mac versions.

How to Back Up QuickBooks Desktop Company Files for Windows?

A backup file acts as a saving point for your accounting data. Use it to restore the data if required.

1. Create a Backup Company File: Backup files include accounting data, templates, letters, logos, images, and related files. However, they exclude payroll forms.

There are two approaches to backup the data: Automatic Backup or Manual Backup.

How to Schedule Automatic Backups?

• Open QuickBooks. Go to the “File” menu and choose the option “Switch to Single-user Mode”.
• Return to the “File” menu, hover over the “Back up Company” option, and choose the option “Create Local Backup”.
• Select the option “Local Backup” and click the option “Next”.
• Choose the option “Browse” then select where to save the backup file.
• Set the number of backups to keep (optional).
• In Online and Local Backup, choose the “Complete verification” option to test the backup.
• Click the “OK” button when ready.
• Choose the “Save it now and schedule future backups” option and then click the “Next” button.
• Check the “Save backup copy automatically when I close my company file” option. Set the frequency between backups.
• Click the “New” button to create a schedule. Add the needed data to set the backup time or day.
• Click the “OK” button and type the Windows password.
• Click the “Finish” button to create the backup and schedule future backups. QuickBooks approves the backup and scheduled tasks once complete.

How to Back up Your Company File Manually?

Back up the company files anytime manually using these steps:

• Open QuickBooks. Go to the “File” menu and choose the option “Switch to Single-user Mode”
• Return to the “File” menu. Hover over “Back up Company” and choose the option “Create Local Backup”.
• Choose the option “Local Backup” and click the “Next” button.
• Choose the “Browse” option to select the backup file location.
• Set the number of backups to keep (optional).
• Run the verification test to check the backup file’s integrity.
• Click the “OK” button when ready.
• Choose the “Save it now” button and click the “Next” button. QuickBooks creates the backup and confirms completion.

How to Back Up the Payroll Forms in QuickBooks?

QuickBooks does not automatically back up payroll forms. The payroll forms need to be saved manually.

To save the Payroll Forms, follow these steps:

• Print copies and store them on the hard drive.
• For QuickBooks Enhanced Payroll, save forms as PDFs.

To share Payroll Forms with an Accountant, follow these steps:

• Open the Windows Start menu.
• Look for “File Explorer” and open it.
• Find this folder: [your company name] Tax Forms. This folder has all the payroll data.
• Save the entire folder and send it with the backup company file.
• The accountant must place the folder together with the company file after restoring it.
• Once completed, ask them to return the updated folder.

2. Adjust Backup Settings: Check the last backup by going to the “File” menu. Hover over the “Back up Company” option to check the time and date.

Here are the steps to Change the Backup Preferences:

• Open the “File” menu. Hover over Back up Company and choose the option “Create Local Backup”.
• Click the “Options” button.
• Make your edits and click the “OK” button.

3. Restore the Backup: Use the backup file with the .qbb extension to restore the company file. Move backup files from external devices or hosting services to the local hard drive prior to restoring.

Backup your QuickBooks Desktop for Mac company file

Backup the QuickBooks Company file daily, monthly, and yearly. This ensures data can be restored daily if issues arise.

Here are some key tips to follow:

• Create a backup at the end of every session.
• Save the backup on a different device, like a USB key.
• Store backups in a safe location outside the workplace, using cloud storage like Google Drive.

How to Schedule Automatic Backups in QuickBooks Desktop for Mac?

Here are the steps to schedule automatic backups in QuickBooks Desktop for Mac:

1. Open QuickBooks and choose the “Settings” button.
2. Select the “Backup” option.
3. Set the backup preferences:
   • Automatically back up every X hours: Select the backup frequency within 24 hours.
   • Backup when closing: Allow to back up while closing QuickBooks.
   • Save location: Choose a different drive or machine. Local storage is suggested.
   • Overwrite the last backup: Allow to keep only the newest backup.
   • Encrypt files: Select “Change” then add a password.
   • Back up attached documents: Enable for attachment backup.
4. Close the settings window.

How to Manually Back Up in QuickBooks Desktop for Mac?

Here are the steps to manually backup in QuickBooks Desktop for Mac:

• Open QuickBooks, and choose the “File” option, and then click the “Back Up” button.
• Select a folder to store the backup.
• Choose the option “Start Backup”.

Final Words

Upgrading QuickBooks is simple. Follow the steps stated in this article for a smooth process. Once the update is complete, access new features and improved functionality. Enjoy a safer platform for handling your business finances.

Still, if any doubt persists, feel free to reach out to our team of QuickBooks Desktop experts at +1 347-967-4079. 

Frequently Asked Questions