How to Setup Multi-user Mode in QuickBooks Desktop? Step-by-Step

User Navigation

Setup Multi-user Mode in QuickBooks Desktop

QuickBooks introduces both single-user modes as well as multi-user modes. Most entrepreneurs or business owners prefer the QuickBooks multi-user mode because of its amazing advantages. This blog will guide you to set up QuickBooks Multi-user Mode.

It empowers multiple users to connect and get access to QuickBooks Company files simultaneously from the server system or host. The settings introduced in multi-user mode save your quality time and valuable resources, which you can invest in a core part of your business to be more productive.

Here, you get complete guidance to make QuickBooks multi-user mode and the things you have to consider before setting this mode.

Brief Description About the Multi-user Network in the QuickBooks Desktop

Before you become familiar with the process to set up a multi-user network on the QuickBooks desktop, it is essential to comprehend what it is really. Multi-user mode permits more than one individual to deal with a single company file simultaneously. This element saves a ton of time and makes things fast and simple. If you are having an enormous firm having countless workers, then, at that point multi-user mode can be truly valuable for you. In any case, it ought to be noticed that to set up a multi-user network in QuickBooks, you need to claim a different authorized copy of QuickBooks installed in your system

Have a look at Multi-user Mode in QuickBooks Desktop advantages 

Running QuickBooks accounting software in multi-user mode is more beneficial rather than the single-user mode. If you work with multiple users, it is necessary to switch to multi-user mode. It comes with many benefits that lead your business economy to the next level. 

Here, you get to know about its many benefits

  • It takes less effort to work on your business plans with more accuracy. It gives you better outcomes to take any decision about your business processing 
  • You can track entire business accountancy in your hand, you have the choice to select  the option between “A dedicated server for multi-user mode” or “you can utilize one of your business workstations as host”
  • It makes better communication with the team which is needed the most to achieve the business goal. With this approach, the user makes all work in a well-informed manner.
  • This multi-user mode in QuickBooks wipes out the geographical limitation and permits you to navigate your employees with ease.

Things, you have to consider before multi-user setup processing

  • In your system, QuickBooks software must be installed with the latest release.
  • Make sure, you store your QB company file on the Centralized server. So, it can easily be accessed by selected multiple users.
  • Must be sure that installed an independent and licensed copy of the QuickBooks on every folder of the local workstation.
  • QuickBooks has many versions and for every version, you have an alternate allowance for the number of users. 
  • QuickBooks Pro version allows up to 3 users which work simultaneously. 
  • QuickBooks Premier allows up to 5 simultaneous users. 
  • QuickBooks Enterprise allows up to 30 simultaneous users. 

Necessities to set up Multi-User Network

  • It is fitting to install up users for the company file before changing to a multi-user network. 
  • Make a point to inspect the windows file consents, by essentially signing in as admin. 
  • Another significant thing is to confirm the QuickBooks database server manager and turn it on. 
  • Speedy realities to setup multi-user organization 

QuickBooks permits you to have the information file everywhere in the organization. Notwithstanding, every user should install the product independently. Various accounts are provided diverse access.

Things you need to know 

  • QuickBooks enterprise version is allowed up to 30 users to get to the file together. 
  • While the number remaining parts a limit of 5 users in QuickBooks Premier. 
  • What’s more, the number even drops down to a limit of 3 in QuickBooks Pro.

Detailed Guidance to Setup Multi-user Mode in QuickBooks Desktop

Once you are certain that all the prerequisites are satisfied, you would now be able to continue to make a multi-user mode in QuickBooks. Follow the below steps to take care of business faultlessly 

Total Time: 10 minutes

  1. First Step: Install the QuickBooks on Your System

    The first step you have to implement to install the QuickBooks on Your System 

    1. From the web page, download the QuickBooks first
    2. After finishing the installation process, follow on-screen instructions and you get access to run with this software
    3. Then, select the “Multi-User Host Installation”. 

  2. Second Step: Enable Multi-Host User Access

    The next step is to enable Multi-Host User Access with these steps 

    1. Firstly, open your QuickBooks and enter your click on the “File” 
    2. Then, click on “Utilities” and  choose the “Multi-Host User Access” option 
    3. In case, if you see the option Stop Hosting Multi-User Access on your screen, it gives you a message that you are as of now facilitating QuickBooks multi-user mode. 

  3. Third Step: Scan The Company File with QuickBooks Database Server Manager

    After following the above steps, now you have to scan the company file with QuickBooks Database Server Manager: 

    1. Find your company file location on your PC
    2. Then, click on the “Start” button and tap on Programs
    3. Hit your next click on “QuickBooks Database Server Manager”
    4. To continue with the running process, you have to choose the“Scan Folder” 
    5. Then, locate the “Add Folder” option and  click on it
    6. Choose that specific location and folder where you want to save the file
    7. The step towards forward with an OK click
    8. In any case, if you want to add a new folder, click on the “Add Folder” option
    9. Then click on the “Scan” button and the scanning process will automate and begin
    10. After that, mark your tick and click on “Close” and wait until the process is not completed
    11. After finishing the process, go ahead with the next step of setting up QuickBooks multi-user mode.

  4. Fourth Step: Create a Company File Ready for All Additional Users

    Now, you have to create a company file Ready for all additional users

    1. Select and add all users. Grant them with company file access 
    2. Use a password to save your company data  or crucial financial information from unauthorized users 

  5. Fifth Step: Login Into The Company File with All Other Users

    The final step is to login into the Company File with all other users

    1. You have to consult with different users to view the QuickBooks company file  and to login into your company file
    2. Must be sure that the PC setting which hosts the company file is turned on 

Recommended Mode

  • Set up the recommended multi-user
  • Go to the File menu and click on Utilities
  • Select the host multi-user access.
  • Select yes on the confirmation window.

Steps to setup multi-user network in QuickBooks desktop

The underneath expressed are the means that can be trailed by a QuickBooks user to set up a multi-user network in QuickBooks. 

Step 1: The first step is to download and install the QuickBooks Desktop 

  • The underlying advance is to download QuickBooks and afterward, save the file. 
  • Followed by installing the product via completing the separate advances. 
  • Now, you have to choose the custom and organization install for the install type. 

And afterward, pick I’ll utilize QuickBooks desktop on this PC, and I’ll save if you need the full form of QuickBooks desktop on the server system. In case, if you need the server system to host files, then, at that point, another alternative ought to be picked. 

  • Followed by doing the onscreen steps and completing the installation. 
  • Additionally, select the multi-user host installation. 

Step 2: In this step, you need to switch to multi-user hosting 

  • First of all, open the QuickBooks programming. 
  • And afterward, update the QuickBooks company file to the latest edition if necessary. 
  • The following step is to move to the file and hit a click on utility choice, alongside clicking on the host multi-user access. 
  • Likewise assuming the recently hosted multi-user setup is available, you are prescribed to move to the following step. 

Step 3: After the above steps, you need to configure the firewall and security settings for the QuickBooks desktop

  • Go to the start menu and afterward check the firewall. 
  • And afterward, pick windows firewall and hit a click on the high-level settings choice. 
  • The next step is to click on the inbound principles and afterward pick the new standard choice. 
  • Then, hit a click on port and the next choices. 
  • After that look at the TCP choice and afterward, type in the ports that are required for the QuickBooks year variant. 
  • Now, you have to choose the permit the association choice. 
  • And afterward registration of every one of the profiles and afterward changes to the next advance by choosing the following choice. 
  • Relegate a name to the standard and afterward hit the completion choice. 
  • Furthermore, end the progression by opening QuickBooks in multi-user mode. 

Step 4: Move on to the folder and windows access authorizations to share the company files 

  • Presently users are supposed to right-click the folder having the company file. 
  • And afterward, move to the properties choice and select the security choice. Likewise, click on the Edit option. 
  • Alongside that, users need to choose QBDataServicesUserXX and 
  • Then, chooses the Full control alternative and click on permit choice. 
  • The following step is to click on the apply tab and afterward click on OK. 
  • End this progression by setting up windows access consents to share company files. 

On windows 10, 8, 7 

  • Tap on the Windows + R key and afterward open the file voyager tab. 
  • After that,  find and hit the right-click the folder having the company files. 
  • The subsequent stage is to tap on properties and sharing choices, trailed by clicking on share promotion choice individually. 
  • Presently select the relating QBSataServiceUserXX, XX here is a specific adaptation of QuickBooks. 
  • And afterward, select full control choice and click on share alternative. 

Step 5: Make sure and check the file and set up the QuickBooks database server manager 

  • The underlying advance is to click the beginning tab and afterward the programs and QuickBooks choice separately. 
  • And afterward, tap on QuickBooks database server manager. 
  • After that pick the scan folders tab. 
  • What’s more, tap on the add folder alternative. 
  • Presently select the folder having the company file and hit OK, additionally select the add folder choice. 
  • The subsequent step is to scan the tab and start with the scanning process. 
  • End the process by hitting a close alternative. 

Step 6: Inserting Windows Admin rights to allow the design to multi-user access 

For Windows 10 users: 

  • Select the beginning tab and afterward click on settings 
  • Then, open the accounts that you want to be 
  • Click on the family and different users separately. 
  • And afterward, select add another person on this PC choice. 
  • The subsequent step is to pick the I don’t have this present individual’s sign-in data choice and embed a user without a Microsoft account. 
  • After that relegate another name and password to the account. 
  • Followed by clicking the completion choice. 
  • And afterward, provide the admin specialists to the new user. 
  • When finished with that pick the recently made account and afterward select the account type. 
  • Presently select the Admin tab from the drop-down list. 
  • Also, finally hit OK and save alternative separately. 

For Windows 8 and 7 users: 

  • Press Ctrl + R keys and afterward open the Control board. 
  • Select user accounts and then choose the option deal with another account which is to make another account individually. 
  • And afterward, type in the user name and select the admin tab and click the make alternative. 

Step 7: At last, start with a company file situated on a remote system

  • At first, you need to visit the QuickBooks file menu and afterward select change to multi-user mode. 
  • And afterward, select Yes alternative in the multi-user setup hosting window. 
  • The following step is to hit the OK tab on the multi-user setup data window. 
  • Also, end the process by adding anticipated users by opening the company and clicking on the setup users and passwords 
  • Hit the next click on the setup users and then add users separately, and you are all set to go with all programs error-free.

How can you reach us?

We have Toll Free Number ? for your assistance. Our team are highly professional and experienced with any concern and queries. We are also available on email support and chat support. If you want to use Quickbooks multi-user for mac or Quickbooks for Cloud then click the link.


  1. What does Multi-user Mode in QuickBooks Desktop define?

    This mode is applicable for two users only, QuickBooks Pro and Premier version. They permit more than one user to associate the work on the same company file simultaneously. But make sure, all users have networked and have their own QuickBooks license. Enable the QB multi-user mode, open the File menu, and hit click on the “Multi-user Mode”

  2. Why does my QuickBooks run slow in multi-user mode?

    The QuickBooks multi-user mode setup issue happens due to the large size of the data file managed by the system. Transaction reports go beyond the limit and lead to slow down your system processing.

  3. How does Multi-user mode work in QuickBooks Desktop ?

    It allows you to install and use the same company file simultaneously over the server network and just needs one license key to unlock the programs. This mode makes things easy to sort out with your business clients which are apart from you.



Toll Free: 800-961-4963 user