How to Open Quickbooks in Multi User Mode?

For most companies, QuickBooks is the foundation of their accounting process. While single-user mode is thoroughly good enough for sole bookkeepers or small companies with only one individual in charge of the accounts, bigger teams tend to require seamless collaboration. This is where QuickBooks Multi-User Mode comes into play, enabling multiple users to open and work on the same company file at the same time.

Yet, switching to multi-user mode can  be problematic, and finding a "QuickBooks multi-user mode error" is not an unusual obstacle. Fear not; this tutorial will guide you through how to setup and troubleshoot multi-user access that your staff can work collaboratively easily.

Understanding Multi-User Mode
Before discussing steps, it is crucial to know how multi-user mode functions. Essentially, one computer isthe "host" or "server" and maintains the QuickBooks company file. There st of the computers in the network then access the file from this host. The proper network setting and QuickBooks configuration are needed for this to work properly.

Also see : What No One Tells You About Multi-Cloud Challenges

Steps to Open QuickBooks in Multi-User Mode
Let's dividethe process into succinct, actionable steps:

Step 1: Select Your Host Computer

Identify the computer that will be hosting your QuickBooks company file. It is usually the most powerful and stable device on your network. Ideally, it should be a dedicated server, but in the case of small deployments, it can be a workstation. It must have QuickBooks Desktop installed and operational.

Step 2: Configure Folder Permissions

This is a step that many people skip, and it is where most "QuickBooks multi-user mode error" messages originate. The folder that houses your QuickBooks company file (e.g., C:\\Users\\Public\\Documents\\Intuit\\QuickBooks\\Company Files) must have proper sharing and security permissions for all the QuickBooks users.

Right-click on the folder that houses your company file.
Click Properties.
Click the Sharing tab and Advanced Sharing.
Check Share this folder and then click Permissions.
Make sure that "Full Control" is assigned to "Everyone" or to the individual Windows user accounts that will be using QuickBooks.
Go to the Security tab.
Click Edit ,then Add.
Add the appropriate user groups (e.g., "Users," "Everyone") and assign to them "Full Control" rights.
Step 3: Install QuickBooks Database Server Manager (on the Host Computer)

Database Server Manager is a critical piece that enables multiple users to access the company file. It typically gets installed automatically with QuickBooks but it doesn't hurt to check.

On the host computer, you start QuickBooks.
From File > Utilities > Host Multi-User Access. (If it reads "Stop Hosting Multi-User Access," then it's already hosting, which is the desired state.)
If you're asked to install the Database Server Manager, then just follow the on-screen prompts.
After installing, make sure the Database Server Manager runs in the background. You can verify this by opening Windows Services (type services .msc  in the Run dialog). Search for services named" QuickBooks DBXX" (where XX is the version of your QuickBooks, e.g., QuickBooksDB33 for 2023).
Step 4: Setup Firewall Settings (for all Computers)

Firewalls are important for security but can disable multi-user access when not set appropriately. You will have to include exceptions for QuickBooks and related services.

Windows Firewall:
Open Windows Defender Firewall with Advanced Security.
Navigate to Inbound Rules.
Create a New Rule for a Port.
Choose TCP and type in the QuickBooks port numbers (these differ by QuickBooks version, but often include 8019, 56719, 55330-55339, etc. ).
Leave the connection open.
Repeat this process for Outbound Rules.
Third-party Firewalls: See your specific firewall software documentation to create exceptions for QuickBooks.
Step 5: Open the Company File on the Host Computer

Open QuickBooks on the host computer.
Go to File > Open or Restore Company.
Go to and open your company file.
QuickBooks will automatically open in multi-user mode if the "Host Multi-User Access" option is turned on.
Step 6: Open the Company File on Client Computers

On each client computer, start QuickBooks.
Go to File > Open or Restore Company.
Choose "Open a company file on a network."
Go to the company file's network location on the host computer.
If all is setup properly, the company file should come up, and you'll be in multi-user mode.
Troubleshooting "QuickBooks Multi-User Mode Error"
Despite proper setup, things can still go wrong. Here are some of the typical "QuickBooks multi-user mode error" situations and solutions:

Firewall Blocking Connection: This is an extremely popular culprit. Verify your firewall settings on host and client systems to ensure that QuickBooks ports are open.
Incorrect Folder Permissions: Check the security and sharing permissions on the company file folder.
Database Server Manager Not Running: Check that the QuickBooks Database Server Manager service is running on the host machine.
Network Connectivity Issues: Make sure all machines are on the same network and can talk to one another. Ping the host machine from a client machine to check connectivity.
Damaged Company File: A corrupted company file may block multi-user access. Attempt running the QuickBooks File Doctor utility.
Various QuickBooks Releases: All QuickBooks installations that use the same company file have to be the same release and year.
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