What Happens to Your QuickBooks Desktop Account When You Die
Quick Facts
Data location
On specific computer
File format
.QBW company file
Backup
May not be automatic
Professional advice
Required
Step-by-Step Guide
Locate the QuickBooks data file
The company file (.QBW) is typically in C:\Users\Public\Documents\Intuit\QuickBooks\Company Files. Do NOT delete or move it. Make a backup copy to an external drive immediately.
Estimated time: Day 1
Contact the accountant
The business accountant needs access to this file for tax filings. They may have their own copy, but verify. Share the file location and any password protecting it.
Estimated time: Day 1-3
Create verified backups
Open QuickBooks → File → Back Up Company → Create Local Backup. Save to at least two locations (external drive and cloud). Also export key reports to PDF.
Estimated time: Week 1
Check for payroll and licenses
If QuickBooks Payroll is active, employees must continue to be paid. Check the license type — the subscription may need to stay active to access data. Note the license key.
Estimated time: Week 1
Plan for long-term access
QuickBooks Desktop is being phased out by Intuit. Consider migrating data to QuickBooks Online with your accountant's help to ensure long-term access to records needed for tax filings.
Estimated time: Month 1+
Document Now Checklist
- Computer where QuickBooks Desktop is installed
- File path to .QBW company file
- QuickBooks admin password
- License key and product number
- Accountant/bookkeeper contact info
- Whether payroll is active in QuickBooks
- Backup location (if any automated backups exist)
Last verified: June 2026. Platform policies may change. Verify current procedures directly with QuickBooks Desktop. This guide is for informational purposes only and does not constitute legal advice.
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Domain Names (GoDaddy, Namecheap, Cloudflare)
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Shopify
If you have an active Shopify store, orders may continue coming in. Your executor needs access immediately to fulfill or refund.
GitHub
Transfer important private repositories to a trusted collaborator or organisation. Go to Repo Settings → Transfer.
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