QuickBooks Desktop Multiple Users Different Locations: Guide

In software like QuickBooks, which is used to manage the financial data of businesses, it is one of the essential aspects to work with your team in a collaborative manner. QuickBooks Desktop multiple user, different locations can access the company file through the multi-user mode, made by the application. This also helps and enables users to work with each other on the same file simultaneously.

Within this guide, we will explain to you the different methods through which you can enable the multi-user mode in the QuickBooks Desktop application while boosting your productivity.

If you need any help with your company file, feel free to contact our experts.

Things to Keep in Mind Before Switching to Multi-User Mode in QuickBooks

There are some key points that you should keep in mind when you are making the switch. Here’s what you require.

• Ensure that you are using the latest version for QBDT. If using an older version, you may end up with compatibility issues, unexpected errors, or an inability to access the multi-user mode.
• Always create a backup of your company file before you proceed to make any changes to your data. For instance, if you encounter an error, you can always revert to the previous version.
• Using a stable internet or network connection is a very crucial factor when working in multi-user mode. Issues with the connection can cause damage to the company’s data, unexpected errors, or even prevent access to the company’s files from multiple computers.
• Ensure to log in to QuickBooks Desktop as an admin. This will enable you to avail of the admin features and tools, and to obtain the additional permissions required to access the company file.
• Check and verify that every computer is accessing the company file through the same version of QB and is activated with the same license number. 

Now, let’s move ahead to the steps through which you can switch from single-user mode to multi-user mode.

Detailed Guide to Set up Multi-User Mode in QuickBooks Desktop

Follow the steps below for QuickBooks Desktop multiple users, different locations, without facing any issues.

Step 1: Install QuickBooks Desktop

• Get the most current version of QuickBooks installed on your device from the official site of Intuit.
• Now, start the exe file.
• Go through the guidelines displayed, which also include the installation.
• Choose the multi-user host installation process.

Step 2: Enable Multi-User Host Access 

• Run the QuickBooks Desktop.
• Head to the File location.
• Tap on the Utilities tab.
• Choose the Multi-user host access option.
• If the tool is already enabled, you will notice the Stop Hosting Multi-user access option.

Step 3: Use the QuickBooks Database Server Manager

• Locate the company file in your system.
• Click on the Start button.
• Then, move to the Programs section.
• Access the QuickBooks Database Server Manager.
• Select the Scan Folder to proceed as desired.
• Choose the location you want to save the file in your system.
• Tap on OK.
• If needed, you can opt to create a new folder by tapping on Add folder option.
• Once the scan is done, you can Save and Close the process.

Step 4: Allow User Permissions for Company File

• Locate the company file in the system.
• Now, you are required to add all the users to the file.
• Allow permissions for users to access the company file.
• Set a strong password to secure the file and avoid unauthorized access to keep the file safe.

Follow the steps without missing any and set up the multi-user mode.

Host Your Company File in QuickBooks Desktop in Multi-User Mode

Hosting in QuickBooks means a computer that stores a company file allows other PCs or workstations on a shared network to access its resources. The QuickBooks Desktop application uses a service in its company file:

• QuickBooks 2024 uses QuickBooksDB34
• QuickBooks 2023 uses QuickBooksDB33
• QuickBooks 2022 uses QuickBooksDB32

You can look for this service in the control panel, then Users>User Accounts for your system. The QuickBooks Desktop application needs three points, as mentioned below, for the company files.

• The user should have sufficient permissions to gain full control over the users. These permit users to access and modify the file.
• The QuickBooks Database Server mode should be able to access the company file in your system.
• Users should have a user login ID and password for QuickBooks.

Let’s now head to the next section to understand the hosting modes.

Types of Hosting Modes

For every version of the QuickBooks Desktop, the hosting mode is set. It is not set for QB Desktop installation or the company file. There are three hosting modes in QBDT.

1. Not Hosting Mode

The QuickBooks Database Manager runs as a normal process, as a Windows user running in the QBDT application normally. This mode doesn’t support the multi-user mode. The Not Hosting mode uses a shared memory to communicate with QBDT. In this mode, the QuickBooks Desktop user who is running QuickBooks Desktop on a local computer can use the database server to access the file.

2. Hosting Local Files Only Mode

• QuickBooks Database Server Manager runs as a Windows service named QuickBooksDBXX (where XX is a number from 25 to 28 determined by the version of QuickBooks Desktop, as described under “Hosting defined,” above) and as the Windows user QBDataServiceUserXX (with XX being the same 2-digit number from 25 to 28 that the Windows service uses). 
• Until the computer system is turned on, the service QuickBooksDBXX will keep on running.
• The multi-user mode is supported, using TCP/IP to communicate with the QuickBooks Desktop. The QBDT users on remote computers can access the company files using a database server running in the Hosting Local Files only mode.
• A computer in Hosting Local Files only mode can host only those files that are located in the system.

3. Hosting Local & Remote Files

• QuickBooks Database Manager is a normal process running under a currently logged-in Windows user account. The process begins when a user logs in to Windows and remains running until that user logs out.
• The computer in Hosting Local and Remote Files Mode can also provide a multi-user mode by using its capability to send and receive data via TCP/IP and communicate with QuickBooks Desktop software installed on other computers in a remote location using a database server.
• A local computer in this mode hosts files that are stored in the computer and files that are located in remote computers and opened in the local computer.

Using the QuickBooks Desktop on Cloud Server

Using QB Desktop with multiple users located in various locations across the globe is also feasible by using a cloud-hosted QB Desktop application with multiple licenses available. This is a key advantage, especially when you want to allow some users access to some data, keeping your sensitive data and, in turn, the entire business safe with 256-bit AES encryption and multiple firewall layers. Furthermore, on any cloud servers, you can be sure that daily backups are stored in multiple locations. The power of QB Desktop, coupled with the ability to work in the cloud, is a major advantage you stand to gain with a cloud-hosted QB Desktop, starting with the ability to connect to the software you need to run your business with seamless storage and backup.

Conclusion

This blog is a guide for QuickBooks Desktop multiple users, different locations. Above, we have mentioned how multi-user mode can help you with multitasking and faster work speed. Moreover, we have added how you can host your company file for QBDT to work with different users at multiple locations. If you need any help with setting up multi-user mode, feel free to contact our experts at TFN.

Frequently Asked Questions (FAQs)

Gabby Taylor

Gabby Taylor, combines financial expertise with literary prowess. With over a decade in finance, she crafts insightful narratives on navigating fiscal complexities