Showing results for 
Search instead for 
Did you mean: 
Get your Payroll questions answered by a QuickBooks Product Manager here -

Features available and tasks you can perform in single or multi-user mode

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 & 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
Memorised 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


Tasks/Features Single-user mode Multi-user mode
Accounting Yes Yes/No*
Bills Yes Yes/No*
Calendar Yes Yes/No*
Checking/Current Yes Yes/No*
Desktop View Yes Yes/No*
Finance Charge Yes Yes/No*
General Yes Yes/No*
Integrated Applications Yes Yes/No*
Items & Stock 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


Tasks/Features Single-user mode Multi-user mode
Synchronise contacts Yes Yes
Set up QuickBooks ODBC Yes Yes
Use Register Yes Yes
Use Calculator Yes Yes
Find Yes Yes
Search Yes Yes
Customise 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.

Was this helpful?

You must sign in to vote, reply, or post