![QuickBooks Help](https://uxfabric.intuitcdn.net/web-app/sh-exp-sbg-app-experience/sbg_ohh_icon.19f2ae89.png)
Features available and tasks you can perform in single or multi-user mode in QuickBooks Desktop
by Intuit• Updated 2 weeks ago
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 to a company file on different computers at the same time. To learn about the tasks that can be performed in single or multi-user mode, see the tables below.
- Company file operations
- Managing lists
- Importing/exporting data
- Business process/workflow
- Accountant-related tasks
- Employee and payroll activities
- Preferences
- Print/email tasks
- Others
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 and Supplier 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 Centre | Yes | Yes |
Change Item price | Yes | Yes |
Supplier centre | Yes | Yes |
Enter supplier transactions | Yes | Yes |
1099 Wizard (US only) | Yes | No |
1099 Report (US only) | Yes | Yes |
Create Checks/cheques | Yes | Yes |
Order Checks/cheques | Yes | Yes |
Reconciliation | Yes | Yes |
Set up bank feeds | Yes | Yes |
Change bank feeds mode (US only) | Yes | No |
Reports centre | 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 Centre | 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/chequing | Yes | Yes/No* |
Desktop view | Yes | Yes/No* |
Finance charge | Yes | Yes/No* |
General | Yes | Yes/No* |
Integrated applications | Yes | Yes/No* |
Items and inventory | Yes | Yes/No* |
Jobs and estimates | Yes | Yes/No* |
Multiple currencies | Yes | Yes/No* |
Payments | Yes | Yes/No* |
Payroll and expenses | Yes | Yes/No* |
Reminders | Yes | Yes/No* |
Reports and graphs | Yes | Yes/No* |
Sales and 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 and 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 Favourites | 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.
Sign in now for personalized help
See articles customized for your product and join our large community of QuickBooks users.
More like this
- Add and manage users in QuickBooks Onlineby QuickBooks•453•Updated 17 hours ago
- Get started and adjust settings after you sign up for QuickBooks Onlineby QuickBooks•730•Updated May 07, 2024
- QuickBooks Online Supportby QuickBooks•346•Updated 7 days ago
- Change the primary admin user in QuickBooks Onlineby QuickBooks•351•Updated May 30, 2024
- Set up and use Multicurrency in QuickBooks Onlineby QuickBooks•251•Updated June 21, 2024