Organizing your QuickBooks file location effectively can enhance workflow efficiency and prevent data loss. Changing the QuickBooks file location allows you to store files in a more secure, accessible, or better-organized directory. Whether you're moving files to a new folder, external drive, or network location, this guide walks you through the step-by-step process for Windows and Mac users.

Why Change QuickBooks File Location?

✅ Better Organization: Keep financial records in a designated folder for easy access.
✅ Enhanced Security: Store files in a secure or cloud-backed location.
✅ Improved Performance: Reduce file corruption risks by storing files on a fast, stable drive.
✅ Multi-User Access: Move the file to a network drive for better team collaboration.

Default QuickBooks Company File Locations

Before moving your QuickBooks files, it's important to know their default storage locations.

QuickBooks File Location on Windows

C:\Users\Public\Documents\Intuit\QuickBooks\Company Files

OR

C:\ProgramData\Intuit\QuickBooks\Company Files

QuickBooks File Location on Mac

/Users/Shared/QuickBooks/My Company Files/

OR

~/Library/Application Support/QuickBooks/Company Files/

How to Change QuickBooks File Location on Windows

Step 1: Locate Your Current QuickBooks Company File

1. Open QuickBooks Desktop.

2. Press F2 or Ctrl + 1 to open the Product Information Window.

3. Locate the File Information section to view the current file path.

Step 2: Close QuickBooks and Copy the File

1. Close QuickBooks Desktop.

2. Open File Explorer (Windows + E) and navigate to your current file location.

3. Right-click on the .QBW file and select Copy.

4. Navigate to the new folder or drive where you want to store the file.

5. Right-click and select Paste to move the file.

Step 3: Open QuickBooks and Link the New File Location

1. Open QuickBooks Desktop.

2. Click File Open or Restore Company.

3. Select Open a company file and click Next.

4. Navigate to the new file location, select the file, and click Open.

Tip: If moving to an external drive or cloud storage, ensure QuickBooks has full access to the new location.

How to Change QuickBooks File Location on Mac

Step 1: Locate the Current QuickBooks File

1. Open Finder and navigate to /Users/Shared/QuickBooks/My Company Files/.

2. Look for the company file (.qb202x) with the correct year extension.

Step 2: Move the File to a New Folder or Drive

1. Close QuickBooks for Mac.

2. Drag the company file to the desired new location (e.g., external drive, iCloud, or local folder).

Step 3: Open the Relocated Company File

1. Open QuickBooks for Mac.

2. Click File Open Company.

3. Navigate to the new file location and select your company file.

How to Move QuickBooks File to a Network Drive for Multi-User Access

Step 1: Set Up a Shared Folder

1. Choose a network server or shared folder accessible to all QuickBooks users.

2. Ensure all users have read/write permissions to the folder.

Step 2: Move the QuickBooks Company File

1. Follow the file-moving steps for Windows or Mac to place the file in the shared folder.

Step 3: Configure Multi-User Mode

1. Open QuickBooks Desktop on the host computer.

2. Click File Utilities Host Multi-User Access.

3. Ensure all users can connect to the company file.

Tip: Always use QuickBooks Database Server Manager to manage networked files.

How to Back Up QuickBooks Company Files After Moving

✅ Windows Users:

1. Open QuickBooks Desktop.

2. Click File Back Up Company Create Local Backup.

3. Select a backup location and click Save.

✅ Mac Users:

1. Open QuickBooks for Mac.

2. Click File Back Up to QuickBooks for Mac Backup.

3. Choose a backup location and click Save.

Tip: Store backups on an external drive or cloud storage for added security.

Troubleshooting QuickBooks File Location Issues

1. QuickBooks Cannot Find the Moved File

✅ Ensure QuickBooks is looking in the correct new location.
✅ Use File Open or Restore Company to manually locate the file.
✅ Search for *.QBW files using File Explorer (Windows) or Finder (Mac).

2. Multi-User Mode Errors After Moving the File

✅ Restart QuickBooks Database Server Manager on the host system.
✅ Check folder permissions to ensure all users have access.
✅ Verify the file is stored in a shared network drive.

3. File Won’t Open After Moving

✅ Ensure QuickBooks is updated to the latest version.
✅ Run QuickBooks File Doctor to repair any file corruption.
✅ Confirm that the file is not set to “Read-Only” in File Explorer.

See Also: QuickBooks Desktop Company File

Final Thoughts

Changing the QuickBooks file location can improve organization, security, and performance. Whether you are relocating files to a new folder, external drive, or network location, following the correct steps ensures smooth operations. Back up your QuickBooks company files regularly to avoid data loss and streamline your financial management.