QuickBooks Desktop License Transfer: What's Allowed and What Isn't

Moving computers, selling a business, or buying a used key? Read this first.

QuickBooks licenses are one of those things nobody thinks about until they need to. You're replacing a computer, selling your business, or you've spotted a cheap "used" license online, and suddenly you need to know what's allowed.

Here's a plain-English guide to moving, transferring and buying QuickBooks Desktop licenses, and how to avoid the problems we see people run into all the time.

Your License in a Nutshell

When you buy QuickBooks Desktop, you're buying a license to use the software under Intuit's license agreement. Your license is identified by two numbers:

• License number, a 15-digit number in the format XXXX-XXXX-XXXX-XXX
• Product number, a 6-digit number in the format XXX-XXX

You need both to install and activate QuickBooks. Press F2 inside QuickBooks to see them on the Product Information window, or look in your purchase email.

Moving to a New Computer: Yes, That's Fine

Moving your license to a new computer you own is completely normal. Install QuickBooks on the new computer with your existing license and product numbers, activate it, and uninstall it from the old computer. A single-user license is meant for one computer at a time.

Our step-by-step guide on transferring QuickBooks to a new computer covers the backup, reinstall and activation in detail.

If activation complains that the license is already in use, uninstall from the old machine first and try again. If it still refuses, Intuit or your reseller can reset the activation.

Selling Your Business: Possible, With Paperwork

If you sell your business and the buyer wants to keep using your QuickBooks license, contact Intuit about transferring the license registration to the new owner. Intuit can update who the license is registered to, which matters for support and activation down the line. Expect to provide proof of the original purchase and details for both the seller and the buyer.

The company file itself is just data, and it goes with the business like any other records.

Buying a "Used" License: Be Very Careful

This is where people get burned. Intuit's license agreement generally doesn't allow licenses to be resold on their own, and marketplace listings for cheap QuickBooks keys are a minefield. Common problems include:

• Already registered. The key belongs to someone else and fails activation, or gets shut off when the original owner reinstalls.
• Wrong region. A key meant for another country that won't activate with a US installer.
• Volume or reseller abuse. Keys pulled out of a multi-user pack and sold separately.
• Outright fakes. Generated numbers that never worked.

How to Tell a Genuine License From a Risky One

Our authenticity page explains where our licenses come from and what you receive with every order.

Adding Users vs Transferring Licenses

Sometimes what people actually need isn't a transfer, it's another seat. If a new employee needs to work in QuickBooks at the same time as you, each person needs their own user license. Pro supports up to 3 users, Premier up to 5 and Enterprise up to 40.