Upgrading QuickBooks Desktop from an older version like QuickBooks Desktop 2018 to QuickBooks Desktop 2021 brings significant improvements in performance, security, features, and compatibility. This guide walks you through every step of the upgrade process, key pre-upgrade tasks, installation steps, data migration, common errors, troubleshooting solutions, and detailed FAQs.
If you need help anytime during the upgrade, you can call 1-877-818-9848 for instant assistance.
Why Upgrade from QuickBooks Desktop 2018 to 2021
Upgrading to QuickBooks Desktop 2021 can transform the way you handle your accounting, offering:
✅ New Features & Enhancements
🚀 Better Support
QuickBooks Desktop 2018 is no longer supported by Intuit. That means:
Upgrading to QuickBooks Desktop 2021 ensures you get ongoing updates and support.
🔒 Security & Data Protection
Older versions have outdated security protocols. Upgrading offers:
Need upgrade help? Dial 1-877-818-9848 now.
2. Important Preparations Before Upgrading
Before starting the upgrade process, follow these preparatory steps:
📌 Check System Requirements
QuickBooks Desktop 2021 requires:
Supported Windows OS (Windows 8.1, 10, 11)
Minimum 2.5 GB of disk space
4 GB RAM (recommended)
Verify your system meets these specifications.
📌 Back Up Your Company File
Backing up ensures your data stays safe.
Steps:
For help backing up, call 1-877-818-9848.
📌 List of Installed Add-Ons
Make a list of third-party add-ons you use (payroll apps, inventory plugins, etc.). Check compatibility with QuickBooks Desktop 2021.
3. License & Subscription Considerations
🧾 Do You Have a License?
QuickBooks Desktop 2018 licenses do not automatically entitle you to QuickBooks Desktop 2021. You must purchase an upgrade or a new license.
📦 Subscription vs. Perpetual License
If you're unsure about your license, call 1-877-818-9848 for verification.
4. Step-By-Step: How to Upgrade QuickBooks Desktop
Step 1: Uninstall Old Version (Optional)
You can keep them side-by-side, but uninstalling older versions prevents confusion.
Windows:
Step 2: Download QuickBooks Desktop 2021
Go to the Intuit download page or use your installation CD/USB.
Step 3: Run Installation File
Locate the downloaded installer.
Right-click and Run as Administrator.
Accept the License Agreement.
Enter your license & product number.
If you need help with licensing, call 1-877-818-9848.
Step 4: Choose Installation Type
Step 5: Finish Install
5. Updating Company Files
QuickBooks company files from 2018 need to be upgraded to open in 2021.
Automatic Upgrade Prompt
When you open your company file in QuickBooks Desktop 2021 for the first time:
QuickBooks will prompt you to update the file.
Choose Yes to upgrade.
Manual Upgrade (Recommended)
Go to File > Open or Restore Company.
Choose Open a company file.
Select your company file (.QBW).
Click Open.
Follow the prompts to update.
💡 Tip: Keep a backup before upgrading the file!
6. Multi-User Conversion & Server Setup
If your company uses QuickBooks in multi-user mode, follow these steps:
🛠 Install QuickBooks Database Server Manager
During installation, choose Custom & Network Install.
Select Database Server Only.
Complete the installation.
🖧 Set Up Multi-User Mode
Open QuickBooks on the server.
Go to File > Utilities > Host Multi-User Mode.
On workstations, open QuickBooks and switch to multi-user.
🔐 Firewall & Security
Ensure ports are open:
8019
56728-56730
If you face network issues, contact 1-877-818-9848.
7. Post-Upgrade Tasks & Optimization
After upgrading, make sure everything is working smoothly.
✅ Check Company Reports
Generate key reports:
Profit & Loss
Balance Sheet
Accounts Receivable
🧾 Verify Payroll
Ensure that payroll data is correct and that your payroll subscription is active.
🧰 Reconnect Bank Feeds
Reconnect your bank and credit card accounts.
🔄 Update QuickBooks
Go to Help > Update QuickBooks to get the latest maintenance releases.
📚 Train Users
If you have staff who use QuickBooks, provide a quick orientation on new features in 2021.
8. Common Errors & How to Fix Them
❌ Error: “Company File Not Compatible”
❌ Error: “QuickBooks Won’t Install”
Cause: Corrupt installer or missing components
Fix:
Need help? Call 1-877-818-9848.
❌ Multi-User Mode Issues
Cause: Firewall settings or incorrect permissions
Fix:
Support is one call away: 1-877-818-9848
9. Tips for a Smooth Upgrade
📌 Always back up your company data before upgrading.
📌 Keep your license & product key handy.
📌 Do not skip the verify/rebuild process before upgrading.
📌 If using add-ons, check compatibility with 2021.
📌 Test multi-user setup after installation.
Pro tip: Whenever you get stuck, call 1-877-818-9848 for guided support.
10. FAQs (Frequently Asked Questions)
❓ 1. Is QuickBooks 2018 company file compatible with QuickBooks Desktop 2021?
Yes. QuickBooks Desktop 2021 can open and upgrade company files created in 2018. Always back up before updating.
For assistance, dial 1-877-818-9848.
❓ 2. Will I lose data when I upgrade to QuickBooks Desktop 2021?
No, your data remains intact. QuickBooks upgrades the company file safely. Just make sure you have a backup.
Need help with backup? Call 1-877-818-9848.
❓ 3. Can I install QuickBooks Desktop 2021 alongside QuickBooks Desktop 2018?
Yes. Both versions can exist on the same computer. This allows testing before full migration.
For configuration help, call 1-877-818-9848.
❓ 4. Do I need a new license to install QuickBooks Desktop 2021?
Yes. QuickBooks Desktop 2018 licenses do not transfer to 2021. You need a valid license key for 2021.
❓ 5. How long does the upgrade take?
The upgrade duration depends on:
Company file size
PC speed
Network performance
Typically 10–60 minutes.
❓ 6. My multi-user setup stopped working. What do I do?
Check firewall settings. Install Database Server Manager on your server.
If needed, call 1-877-818-9848 for step-by-step support.
❓ 7. How can I check if my payroll is up to date after upgrading?
Try:
For guided help, call 1-877-818-9848.
❓ 9. What if third-party add-ons don’t work after upgrading?
Check for updated versions from the add-on provider. Many add-on tools release compatible updates.
❓ 10. Can I revert back to QuickBooks Desktop 2018 after upgrading?
No. Once the company file is updated to 2021, it can’t be opened in older versions.