How to set multi-user mode for my company file, so multiple users can make transactions simultaneously ?

Are you using QB Online or QB Desktop?

Welcome to the Community, @pat182. I can share information about multi-user access in QuickBooks Online (QBO).

QBO allows you to add multiple users to access your account and work simultaneously. 

Here's how:

1. Sign in to your QBO account as a master admin.
2. Go to the Gear icon, then click on Manage users.
3. Tap on Add user.
4. Select a user type. Then select Next.
5. Choose the access rights for the user, then Next.
6. Select the user settings, if applicable. Then select Next.
7. Enter the name and email address. Then select Save.

You can also check out this article for more information: 

• Add and manage users in QuickBooks Online
• (Multiple users) Save time and work better together

In case you need to add an accountant to access your file, use this link as your reference: Invite an accountant to review your books in QuickBooks Online.

If you're using QuickBooks Desktop (QBDT), check out these articles as your guide about multi-user access rights:

• Features available and tasks you can perform in single or multi-user mode
• Install QuickBooks Desktop on a server

If you have follow-up questions about multi-user mode, let me know by adding a comment below. I'll be right here to help. Have a good one!

I am working on QuickBooks desktop version. I do not see a Gear icon to click on. 

Hey Espree, 

Thanks for sharing that information! It would be a bit different since my colleague's instructions were for QuickBooks Online. So that you know, you would need to step up a network or multi-user environment if you haven't already. I am adding this article that includes eight steps to install QuickBooks Desktop on a server. Please let me know if you have any issues setting this up.

Once that is completed, you can then install the programs on the other workstation if you haven't finished that. 

• Install QuickBooks Desktop on a server
• Install QuickBooks Desktop

Once that process is finished, you are ready to enter Multi-User mode! The steps to do so are to go to the QuickBooks File menu, then select Switch to Single-user Mode/Switch to Multi-user Mode. 

Again, don't hesitate to let me know if you have any issues. My team and I are ready to help. Take care for now. 

@Espree 

How many user license do you have?

There appears to be two options for setting up multi-user mode,  a network or multi-user environment. What is the difference? I do not have a server, but want to access the company file on my office workstation from my home.

@Darth Vaden 

Are you working solo? You will need a 3rd party solution to access your company file over the internet.

Hello there, Darth.

Allow me to share some information with regard to accessing your company file on your office workstation at home.

Accessing your company file in a multi-user environment allows multiple users to access the file simultaneously in the same place. A multi-user network on the other hand allows you to access QBDT remotely from a host or server.

Since you want to access your company file on your office workstation at home, you'll need to use Network when setting up multi-user mode and yes, @Fiat is right that you'll need a third-party hosting provider to access QBDT securely anytime, anywhere.

While there are companies that are authorized to host QuickBooks, Intuit doesn't endorse, certify, sponsor, or guarantee the hosts' services. With this, I'll be giving you this article for you to choose one of these authorized providers: Hosting providers authorized by Intuit. 

I've also added this article that'll serve as your reference on what tasks you can perform using a multi-user mode: Features available and tasks you can perform in single or multi-user mode.

I'll be right here if you've got additional queries with regard to managing and accessing your company file in QBDT. Take care and have a great day! 

Thanks for joining this thread, TerryAnn515. I'm here to provide details about utilizing multi-user mode in QuickBooks Online (QBO).

In QBO, multiple users can work simultaneously on different workstations. However, the only shortcoming arises when users edit exact transactions at the same time. In such cases, you may encounter error messages, and each user must close and refresh to see immediate changes made by others.

You can also add users in QBO to help with company management and bookkeeping. Here's an article with detailed steps: Add and manage users in QuickBooks Online.

Furthermore, you can customize each role and give individual permissions for specific tasks or give your accountant access to your company’s books.

I'm always available to share appropriate information if you have further inquiries about multi-user access for your QBO company. Notify me by clicking the Reply button below or post in our forum again. Stay safe!

Quickbooks Desktop Pro Plus 2022

Using multi-user mode can help boost productivity within your QuickBooks Desktop (QBDT) company, @twinlakesrv. I'd gladly lend a hand in setting this up.

If you have more than one license, you'll have the option to switch to multi-user mode seamlessly. At the same time, the only role that can change this preference is the admin user. Since you've mentioned that you're utilizing QuickBooks Desktop, please be aware that you can only have up to three users working in the same company file. Additionally, If you're unsure how many user licenses you have, check out this article for guidance: Add a user license to your QuickBooks software.

If you have a different license and your QBDT company file is installed on separate devices within the same network, you should consider using a hosting service. This is a reliable way for other users to access your company's data simultaneously.

There are several ways and methods available for configuring workstations and servers within your network. Select the best option that is suitable for your organization.

• Client-Server network
• Peer-to-Peer network
• Remote Hosting Services:
  • Local Terminal Server
  • QuickBooks Desktop with Hosting

For more information about these, you can check out the articles below:

• How to host a QuickBooks Desktop company file
• Host your company data in multi-user mode in QuickBooks Desktop
• Install QuickBooks Desktop

Additionally, you can check out this article to learn more about what features you access when you switch to multi-user mode: Features available and tasks you can perform in single or multi-user mode in QuickBooks Desktop.

Feel free to comment below if you have other questions about setting up a multi-user in QBDT. I'll make sure to help you anytime.

@twinlakesrv 

Any specific concern? How many user license do you have?