Single-user mode limits access to your company file to one person
at a time. With more than one user license, you can switch to multi-user mode where you can log in at a company file in different computers at the same time. To learn about the tasks that can be performed in single or multi-user mode, see the table below:
Company File operations
Tasks/Features |
Single-user mode |
Multi-user mode |
Create Local Backup |
Yes |
Yes |
Set up/Activate Online Backup |
Yes |
Yes |
Create Portable Company File |
Yes |
No |
Convert Company File |
Yes |
Yes |
Repair File and Network Problems |
Yes |
Yes |
Stop Hosting Multi-user Access |
Yes |
Yes |
Disable QuickBooks Manager |
No |
Yes |
Verify Data |
Yes |
Yes* |
Rebuild Data |
Yes |
No |
Condense Data (US only) |
Yes |
No |
Update Web Services |
Yes |
Yes |
Copy company file for QuickBooks Online |
Yes |
No |
* You can run Verify Data utility in Multi-user mode but others will be prevented from doing work.
Managing Lists
Tasks/Features |
Single-user mode |
Multi-user mode |
Chart of Accounts |
Yes |
Yes/No* |
Items list |
Yes |
Yes/No* |
Other Names list |
Yes |
Yes |
Customer & Vendor Type list |
Yes |
Yes |
Price Levels/Price Rules |
Yes |
Yes |
Templates |
Yes |
Yes |
To Do |
Yes |
Yes |
Add/Edit Multiple List Entries |
Yes |
Yes |
* While you can add, edit and remove list data, merging is NOT possible in multi-user mode.
Importing/Exporting data
Tasks/Features |
Single-user mode |
Multi-user mode |
Import Excel Files |
Yes |
Yes |
Advanced Import |
Yes |
No |
Import IIF |
Yes |
Yes* |
Import WebConnect Files |
Yes |
Yes |
Import Timer Activities |
Yes |
No |
Import General Journal Entries |
Yes |
Yes |
Export Lists to IIF Files |
Yes |
No |
Export Addresses to Text File |
Yes |
Yes |
Export Timer Lists |
Yes |
No |
* You can import IIF files in QuickBooks Pro/Premier/Enterprise 2019 and newer.
Business Process/workflow
Tasks/Features |
Single-user mode |
Multi-user mode |
Custom reporting |
Yes |
Yes |
Set Closing Date |
Yes |
No |
Set up Budget |
Yes |
Yes |
Set up Forecast |
Yes |
Yes |
Cash Flow Projector |
Yes |
Yes |
Use Business Plan Tool |
Yes |
Yes |
Manage Fixed Assets (US only) |
Yes |
No |
Enter Vehicle Mileage |
Yes |
Yes |
Prepare Letters with Envelopes |
Yes |
Yes |
Enter customer transactions |
Yes |
Yes |
Enter Statement Charges |
Yes |
Yes |
Create Statements |
Yes |
Yes |
Assess Finance Charges |
Yes |
No* |
Enter Time |
Yes |
Yes |
Income Tracker |
Yes |
Yes |
Lead Center |
Yes |
Yes |
Change Item price |
Yes |
Yes |
Vendor Center |
Yes |
Yes |
Enter vendor transactions |
Yes |
Yes |
1099 Wizard (US only) |
Yes |
No |
1099 Report (US only) |
Yes |
Yes |
Create Checks/Checks |
Yes |
Yes |
Order Checks/Checks |
Yes |
Yes |
Reconciliation |
Yes |
Yes |
Set up Bank Feeds |
Yes |
Yes |
Change Bank Feeds mode (US only) |
Yes |
No |
Reports center |
Yes |
Yes |
Memorized reports |
Yes |
Yes |
Scheduled reports |
Yes |
No |
Commented reports |
Yes |
Yes |
Advanced reporting (US only) |
No |
Yes |
Process multiple reports |
Yes |
Yes |
QuickBooks Statement Writer |
Yes |
Yes |
Combined Reports |
Yes |
Yes |
* First time setup of finance charges is not possible in Multi-user mode.
Accountant-related tasks
Tasks/Features |
Single-user mode |
Multi-user mode |
Create Accountant's Copy |
Yes |
No |
Save Accountant's Copy |
Yes |
No |
Send Accountant's Copy to accountants |
Yes |
No |
Send Company file, create portable file |
Yes |
No |
Accounting Tools |
Yes |
Yes |
Batch Delete/Void Transactions |
Yes |
No |
Batch Enter Transactions |
Yes |
Yes |
Employee and payroll activities
Tasks/Features |
Single-user mode |
Multi-user mode |
Employee Center |
Yes |
Yes |
Payroll Setup (Manual Payroll) |
Yes |
No |
Pay with Direct Deposit (US only) |
Yes |
Yes |
Preferences
Tasks/Features |
Single-user mode |
Multi-user mode |
Accounting |
Yes |
Yes/No* |
Bills |
Yes |
Yes/No* |
Calendar |
Yes |
Yes/No* |
Checking/Checking |
Yes |
Yes/No* |
Desktop View |
Yes |
Yes/No* |
Finance Charge |
Yes |
Yes/No* |
General |
Yes |
Yes/No* |
Integrated Applications |
Yes |
Yes/No* |
Items & Inventory |
Yes |
Yes/No* |
Jobs & Estimates |
Yes |
Yes/No* |
Multiple Currencies |
Yes |
Yes/No* |
Payments |
Yes |
Yes/No* |
Payroll & Expenses |
Yes |
Yes/No* |
Reminders |
Yes |
Yes/No* |
Reports & Graphs |
Yes |
Yes/No* |
Sales & Customers |
Yes |
Yes/No* |
Sales Tax |
Yes |
Yes/No* |
Search |
Yes |
Yes/No* |
Send Forms |
Yes |
Yes/No* |
Service Connection |
Yes |
Yes/No* |
Spelling |
Yes |
Yes/No* |
Tax: 1099 (US only) |
Yes |
Yes/No* |
Time & Expenses |
Yes |
Yes/No* |
* When you are in Multi-user mode, you can make changes on the My Preferences tab but NOT on the Company Preferences.
Print/Email Tasks
Tasks/Features |
Single-user mode |
Multi-user mode |
Printer Setup |
Yes |
Yes |
Print forms |
Yes |
Yes |
Send forms |
Yes |
Yes |
Shipping Label (US only) |
Yes |
Yes |
Others
Tasks/Features |
Single-user mode |
Multi-user mode |
Synchronize contacts |
Yes |
Yes |
Set up QuickBooks ODBC |
Yes |
Yes |
Use Register |
Yes |
Yes |
Use Calculator |
Yes |
Yes |
Find |
Yes |
Yes |
Search |
Yes |
Yes |
Customize Favorites |
Yes |
Yes |
Bulk enter company business details |
Yes |
Yes |
Reminders |
Yes |
Yes |
Alerts Manager |
Yes |
Yes |
QuickBooks Messenger |
Yes |
Yes |
To switch between modes, go to the QuickBooks File menu, then select Switch to Single-user Mode/Switch to Multi-user Mode.
|
Note: Functions like Payroll and Bank Feeds have a lock out system in multi-user mode which stops other users from using the same function at the same time. |
For details, go to QuickBooks and press F1 on your keyboard to open the Help window. In the Search field, type “Single-user” or “multi-user”. Choose an article from the list under Answers in Help section.