How to Download and Install QuickBooks Desktop: Simple Steps

Managing business finances can be too much to handle for a large-scale operation or without the proper knowledge of accounting. QuickBooks is the ultimate solution to this problem, as it is the best-in-class software the accounting industry has to offer. The bookkeeping software is well loaded with features and tools designed specifically for flawless and reliable finance management.

With the help of this guide, you can address the proper method to download and install QuickBooks Desktop on your computer. We’ll also cover necessary requirements, important considerations, and the steps you have to follow for a swift installation and activation of QuickBooks Desktop. Just read carefully till the end, collect the info required for installation, and execute the procedure point-to-point as described, and you’ll have QB Desktop running on your system in no time. Let’s begin!

Installing QuickBooks Desktop: A Detailed Overview

In this section we’ll discuss all the info you need to clean install QuickBooks Desktop on your computer. You’ll get to know:

• Where to download from?
• How to install QuickBooks?
• How to activate QuickBooks Desktop?

QuickBooks Desktop System Requirements

Let’s start by comparing your system specifications to the minimum requirements of QuickBooks Desktop. This way you’ll know if there’s a system hardware you need to upgrade for a faster-performing QB Desktop. Here’s how to check your system specifications:

1. Type ‘system’ on the search panel in the taskbar and open the System window from the search results.
   
   
2. Click About if you don’t see the specifications directly.

Now, check our reference article on QuickBooks Desktop System Requirements to compare your PC specifications. 

Additional Requirements to Meet Before You Download QuickBooks

There are some requirements other than system specifications that are a must-have before you install QuickBooks Desktop Enterprise 2024 or any other QB version on your system. Here are they:

Business Phone & Email

You must have the primary phone number and email used registered in your Intuit account. If you still haven’t created an Intuit account, go to the official Intuit page and click Create Account.

Intuit Admin Account Login Credentials

You must have your Intuit account (Admin) sign-in info. 

License and Product Number

• If you bought a QuickBooks Desktop CD from a retail outlet: Check the original packaging to find the Product and License number.

• If you bought the product online: Go to the Customer Account Management Portal (CAMPs) page and log in to your Intuit account. Select your QB product and click the Products & Services list. Tap Details to know more about your subscription.

• If you are an accountant or ProAdvisor currently on the PAP (ProAdvisor program) software bundle: Sign in to CAMPs and choose one from the 3 subscription types. Click Product and Services and then Show More Product and Details. Choose PAP Enterprise Software Bundle, click Details, and then tap Show More. Finally, click Intuit QuickBooks Desktop Accountant Plus Subscription Current Version to reveal the product and license info.

• If you are reinstalling QuickBooks Desktop: Press F2 in QuickBooks to open the Product Information window and note down the Product and License number.

Windows Admin Account Credentials

You must also have the credentials for your Windows admin account on your system. This ensures that the QuickBooks installation won’t be interrupted due to insufficient permissions. 

Stable internet connection

Check your internet speed and connection before downloading the QuickBooks installation file to avoid damage or corruption due to data loss during the download.

Where to Download QuickBooks Desktop From?

First of all, understand the scenarios in which you can install QuickBooks Desktop:

• On a single computer with no multi-user network setup (Single user & system)
• On the server in a network catering to multiple users and systems.
• On a dedicated server in a network for multiple users and systems. Which means that there’s a single system set as a server to share data, but it isn’t a workstation.

Here are the links for QuickBooks Desktop download free (Pro, Premier, and Enterprise). Choose your country, product, and version to download the QuickBooks installation file:

• For New Users: Download QuickBooks Desktop from QuickBooks com appqbdtproducts or CAMPs.
• For ProAdvisors: Sign in to QuickBooks ProAdvisor Center to download QuickBooks.
• For Accountants: Sign in to CAMPs to download QuickBooks Desktop.

How to Install QuickBooks Desktop?

Here are the different conditions for installing QuickBooks Desktop, i.e., if you

Install QuickBooks Desktop on New Computer (Windows)

If you are installing QuickBooks Desktop on a new computer or reinstalling it, these are the steps to follow:

1. Open the QuickBooks installation file you downloaded on your system and click Next in the installation wizard.
2. Read the License Agreement in the Intuit QuickBooks Desktop Installer window and click Agree and Continue.
3. Enter your License and Product numbers in the next window or click Locate your license/product number to get the license/product number on your business phone or email. Tap Next after entering the license and product numbers.
4. Choose:
   • Express Install (for no network and single user): Selecting this option is also optimal for users who want to reinstall QB Desktop. It saves all the preferences from the previous QB version and replaces the existing QB version (if you have any).
   • Custom and Network Options (for server): A fresh QuickBooks is installed in a different location on your system, and all the previous versions remain intact. However, your preferences and other modifications aren’t copied.
     Tip: Click Explain these choices in detail to view more info about the above options.
     
   • Tap Next and click Install to begin the QuickBooks installation on your computer.

Tip: Here’s a reference article to reinstall QuickBooks Desktop for old users.

Install QuickBooks Desktop on a Server (Windows)

Follow these steps if you are installing QuickBooks Desktop on a dedicated server or on a system that has direct access to the server. These steps are also valid for installing QB Desktop on a terminal server:

1. Press Windows + R to open the Run command and type ‘Cmd,’ or you can directly search ‘cmd’ in the search panel. Right-click on the Command Prompt icon in the search results pop up and select the Run as administrator option.
2. Type change user /install in the Command Prompt and press Enter.
3. Open your QuickBooks installation file and be done with the License Agreement the same way as before.
4. Choose Custom and Network options and click Next.
5. Now, select:

• I’ll be using QuickBooks Desktop on this computer for a workstation.

• I’ll be using QuickBooks on this computer AND I’ll be storing our company file here so it can be shared over the network for a server you want to host the company files from.

• I will NOT be using QuickBooks on this computer. I will storing our company file here so it can be shared over the network for installing only the Database Server Manager on the server to host files.

1. Click Next twice to begin the QuickBooks installation.
2. After the installation, open the command prompt and type change user /execute before pressing Enter.

Important: After QuickBooks is installed, you’ll see a message prompting you to reboot. Launch QuickBooks after the reboot and click Begin Activation when you see Activate QuickBooks Desktop Now in a window on the screen.

Open the Company File after QB Installation

• On a single computer and single user

1. Open your QuickBooks Desktop and select Create A New Company option or go to File and then click New Company.
2. Choose Express Start and follow the instructions given on the screen.

OR

Here’s how you can Upgrade your company file in Windows if you are an old user.

• On the network with multiple users & systems

1. Create a new folder for your company files and read this article to set up folder sharing and permissions for QB Desktop.
2. Ensure QuickBooks is installed on all the workstations.
3. Go to the File menu and select Switch to Multi-User Mode.
   
   
4. You are good to go when you see Stop Hosting Multi-User Access.
5. Configure Windows Defender Firewall and Internet Security settings for your QuickBooks.
6. Make sure to Map a network drive for the shared folder containing company files on the server.

Install QuickBooks Desktop Mac

Here are the steps to install QuickBooks Desktop Mac for Apple users:

1. Download QuickBooks Desktop for Mac version or use the CD installer if you bought QuickBooks Offline. Scratch the label on the packaging for your product and license number.
2. Close all the applications running on your Mac.
3. Launch the installer or insert the QB installation disc to open the QB installation window automatically.
4. Click and drag the QuickBooks icon to the Applications folder (the folder opens automatically).
5. Open QuickBooks by selecting its icon.

Upgrade your Company File in Mac

In case you upgraded your QuickBooks version during the install, you’ll have to update your company file to ensure it works on the new version. Here’s how:

1. Try opening your company file in the new QB version and tap Upgrade when QB prompts you to update the data file.
2. Click OK on the prompt message and review your balances, reports, and accounts to check that the file has been updated successfully. 

Conclusion

This guide shares the correct procedure to download and install QuickBooks Desktop on both Windows and Mac. You’ll also find the factors to consider before installing QB on a server, prerequisites to follow, system requirements, and how to set up folder sharing in a multi-user network. We hope the info we shared helps you initiate a QuickBooks free download for students/businesses/entrepreneurs, etc., seamlessly on your computer.

FAQs

What should I do if the QuickBooks Desktop download or installation fails?

QuickBooks installation might be interrupted in the following cases:

• Damaged installation file.
• Incorrect license or product number.
• Insufficient storage or permissions on your system.
• Antivirus or other programs interrupting the installation.
• Mis-configured User Account Control (UAC) settings.

You must re-download the QuickBooks installation file after ensuring a stable internet connection. Make sure the license number and other info you enter is correct and your system has sufficient space to store QB Desktop. Check out the articles attached above to configure QuickBooks permissions, antivirus exclusions, and firewall ports on your computer.

How do I perform a clean install of QuickBooks Desktop to resolve persistent errors?

You’ll have to choose Custom and Network options during QB installation to install QuickBooks in a new location without any links with the existing one.

Check out a dedicated article to clean install/re-install QuickBooks on your computer.

Can I install QuickBooks Desktop on multiple computers using a single license?

No, you cannot install and use QuickBooks Desktop simultaneously on multiple computers with a single license. Though QuickBooks gives the option to buy multiple licenses to use QuickBooks on several computers and allow multiple users to access the data.

How do I update QuickBooks Desktop after installation to ensure I have the latest features and security patches?

Our detailed article on how to Update QuickBooks Desktop in Windows & Mac will help you have the latest features and security patches.