How to Set Up QuickBooks Desktop Pro for Multi-User Access
Setting up QuickBooks for multiple users? This guide explains how to properly configure multi-user mode, set file permissions, and ensure smooth server connectivity.
Running QuickBooks Desktop Pro in multi-user mode allows several team members to work in the same company file—at the same time. Here’s how to set it up properly:
🔧 1. Prepare the Host System (Server):
Ensure the system acting as the file host has at least 8–20GB RAM depending on user count. QuickBooks Database Server Manager must be installed and configured.
🔐 2. Share the Company File:
Store your company file in a shared folder with full access permissions granted to all users.
🌐 3. Enable Multi-User Hosting:
On the host system, open QuickBooks and go to File > Utilities > Host Multi-User Access.
👤 4. Set Up User Roles:
Create user profiles with permissions that fit their job roles. Go to Company > Set Up Users and Passwords.
⚠️ 5. Troubleshooting Tips:
- Turn off firewall or configure it to allow QuickBooks ports.
- Check network connection and make sure all users are on the same version of QuickBooks.
- Use the QuickBooks Database Server Manager to scan folders and monitor access.
