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Level 2

Quickbooks pro data on drop box

I am a small town bookkeeper who does business support to local small businesses. We all purchase copies of QuickBooks. We have successfully shared the data file via drop box, by accessing the local data file stored on the computer. We learned early to make sure only one user at a time can access the database, this avoids duplicate and conflicting versions.

However, with the most recent updates of qb pro 2019 I have one company where he can no longer open the data file. We have been operating like this for 4 years, so i am confused as to what setting has changed. And why for only one of my companies.


We would consider switching to QBO, but that won't happen until QBO payroll functionality improves. ( I have 8 companies with QBO)

QuickBooks Team

Re: Quickbooks pro data on drop box

Hi there, Hedg.


Using QuickBooks Desktop isn't recommended to be hosted on file sharing services such as DropBox. This means that accessing your file in DropBox may or may not work, especially if there are constant updates. 


You might want to consider using Windows Remote Desktop or subscribe to one of the accredited hosting providers. Both options allow QuickBooks users to access company file remotely, as long as they're connected to the internet. Please see these articles for more details:


Visit us again in the Community if you have other questions. 

Not applicable

Re: Quickbooks pro data on drop box

hi @Hedg ,

We don't recommend to use Dropbox anymore to our clients in Indonesia and Asia sharing their QBW files. Many of them have found their QBW files were easily corrupted in the past. Now we only recommend our clients to use hosting service / private cloud solution provided by a UK company. Their solution is relative easy to deploy and maintain without certain technical background. We have noticed as well that their monthly/annual subscription service is still lower than most similar solution in the market.

Level 2

Re: Quickbooks pro data on drop box

I am in Canada...

And only one of my clients is having issues
We learned years ago, to communicate before opening the data file, and to wait for the file to update, thus avoiding duplicate files. 
So again, why is only one of my clients having this issues?
Level 2

Re: Quickbooks pro data on drop box

I understand what you are saying, however we have been successfully sharing the data file on drop box for years.  

* My clients do their own payroll,
*  I do their month ends. 
* I have several small business I support.. 
* We all have our own purchased legal copy of qb, 
* they all have their own payroll subscriptions
 So my question is.. why is one, yes only one, now getting an error message and can no longer access the data base. The others have no issues.
Not applicable

Re: Quickbooks pro data on drop box

Did you only find the problem with QBW running on QuickBooks 2016-2019? How big the file size of it?

QuickBooks Team

Re: Quickbooks pro data on drop box

Hello there, @Hedg.


I'd like to redirect you to the right support so you can get the help you need.


I appreciate the details you've provided which help me better understand the issue. Since you're only experiencing this with one of your company files, I encourage you to contact DropBox customer support. They'll be able to investigate this issue and share some troubleshooting steps to help you share the data file to DropBox successfully.


Please know that you're always welcome to post if you have other questions about your QuickBooks service. Have a good one.

Level 2

Re: Quickbooks pro data on drop box

Thanks Mark_R

however the error we get is a data base error from Quickbooks. 

so not sure how Dropbox will be able to help, i am more than willing to try, but could you provide me more information as to what i should be asking Dropbox about a Quickbooks error message. 

thank you


Level 2

Re: Quickbooks pro data on drop box

only started with the latest updates to 2019 (as in the last few weeks)

the data base is 74,000 kb so not really very large in the scheme of a 4 year old company. 


QuickBooks Team

Re: Quickbooks pro data on drop box

Hello there, @Hedg


Let's perform some steps so your client will be able to open his/her company file via Dropbox. 


Since you have a database error from QuickBooks, you can download and run QB Refresher tool on the computer you're having trouble with. This will close background processes that might be causing the error and do a mini refresh of your program files. Here's how: 


  1. Download the QB Refresher installation file
  2. Save the file on your Downloads folder or somewhere on your computer. 
  3. Close all versions of QuickBooks Desktop running on your computer.
  4. Double-click the QBRefresher.exe file to run the program.
  5. Follow the on-screen instructions. It should run for about 30 seconds.
  6. When it's finished, open QuickBooks Desktop again.


If the first step doesn't work, you can ping server to ensure you're connected to the network. You can do it on a client workstation to ensure it can access the server. Here's how: 



  1. Press the Windows logo+R on your keyboard. 
  2. Type in CMD, then click OK.
  3. Type ipconfig /all, then press Enter.
  4. Take note of the Host Name (servername).
  5. Type ping [name of your server], then press Enter.
  6. If you see a reply for each packet, it means your computer is connected to your network.
  7. If you see a packet loss or a slow reply, your network should be diagnosed by a qualified IT professional.


If your're still getting the same error after performing the second step, you can search for all company files on your server computer. Please make sure to include the Asterisk (*) before the extension type to ensure the search works correctly. Here are the list of the company files: 



  • *.qbw (Working Files)
  • *.qbb (Back Up Files)
  • *.qba (Accountants Copy Files)
  • *.qbx (Accountants Transfer Files)
  • *.qby (Accountants Change Files)

Once the file is found, you can make a note of the file's location. Then, proceed to the solution 3 under the If you are accessing your QuickBooks file over the network section through this article: Company File is Missing or Cannot Be Found


If the file isn't found, I'd suggest consulting an IT professional to help locate the file. 


Stay in touch with me after performing the steps above, @Hedg.


If you have other concerns, please let me know. I'll gladly help. 

Level 2

Re: Quickbooks pro data on drop box

as instructed I tried:

QBRefreshdata base - still wont open the file.

pinged the server, no packets lost

I have the file, I can see the file date of access change.

it has something to do with quickbooks and dropbox no longer working together.


I can see if we were running several users, but we operate as single users, with only one person accessing the data base at a time,

After years of running successfully sharing the data in drop box, it is frustrating that we need to now run another computer, as a VPN, with different remote log ins to attempt to do the same thing. 

It appears QB is trying to push people to QBO (I have 8 QBO client) but there are some companies where QBO is not quite the right fit.

I am unimpressed.



QuickBooks Team

Re: Quickbooks pro data on drop box

Welcome back to the QuickBooks Community, @Hedg.

I appreciate you sharing to us the result of the troubleshooting steps given by my colleague. Let’s try some new ones to help open the company file.

We can start at suppressing the desktop program when opening it. This allows you to start QuickBooks without opening a company file or no software window open.


  1. On your desktop, press and hold the Ctrl key and double-click the QuickBooks Desktop icon.
  2. Make sure not to release the Ctrl key until you see the No Company Open window.
  3. Choose the company file that you’re having an issue with.
  4. Click on the Open button.

If you can open the file, check if there’s only one computer is hosting it. Here’s how to turn off hosting in all computers aside from the server.


  1. At the top menu bar, go to the File tab.
  2. Scroll to the middle and choose Utilities and choose Stop hosting multi-user access.
    Note: If you see anything other than Stop hosting multi-user access, it means s hosting is currently turned off on that computer.
  3. Once the hosting is disabled and the software is not corrupted, open QuickBooks directly from the desktop.

For detailed instructions, check out the steps below.


  1. Click on the File tab and choose Open or restore company.
  2. Mark the radio button for the type of file you want to open, then click on Next.
  3. Browse the location of the file and select the file.
  4. Click on the Open tab.

If the issue persists, you can continue performing the troubleshooting steps in this article and proceed to Solution 2: Prevent QuickBooks Desktop Windows from Automatically Opening.

This should help you get back on track.

Let me know if this works when you get the chance to try them, or if you need further assistance with any of these steps. I am here whenever you need more help.


Level 2

Re: Quickbooks pro data on drop box

OK how frustrating is this...

  • we operate in single user, (we do not have a multi user subscription)
  • my client does his own payroll and reviews his financial statements,
  • i reconcile his month end and government remittances. 
  • we both have legal copies of QB 2019, he pays for a payroll subscription. 
  • historically the data file has lived on drop box, of which appears in File Manager on each computer, 
  • the data file appears within this tree
  • we are conscious to only have one user at a time accessing the data base to avoid conflicts.
  • after 3 years, we are now receiving an error message and he can no longer open the data file.

I have followed all your instructions: to date no one has told me what has changed regarding QB19 - 



Re: Quickbooks pro data on drop box

You can contact our phone support, Hedg.


I appreciate you for trying the solutions my colleagues have recommended. At this point, it would be best to get in touch with our customer care.


Here's how to do it:

  1. Go to the Help menu, then choose QuickBooks Desktop Help.
  2. In the Have a Question? window, click Contact us.
  3. Enter One of my clients cannot open my company file on the Tell us more about your question: field.
  4. Then, Search.
  5. Click Start a Message.

You can always get back to me if you have other concerns with your program.

Level 1

Re: Quickbooks pro data on drop box

I am having the same problem.  To add to the information I can copy the company file to a new location the deck top and it opens fine.  I have a desktop and a laptop so I have been using Dropbox for over a year with no problems till now.  I can open it from dropbox on the laptop but not the desktop unless I move the file out of dropbox.  I run all the file scan/repair program from Quickbooks which had not repaired the problem.  I reinstalled Quickbooks multiple time, multiple ways and still nothing works.  I do not see how Dropbox can be the problem.  


Re: Quickbooks pro data on drop box

Hi Geohr, thanks for letting me know that you've tried some of our recommended troubleshooting steps and for sharing your insights.


I'd like you to redirect to our Phone Support to investigate this issue. Also, they might create an open investigation to get this fix. 


Here's how:

  1. Click the Help menu.
  2. Select QuickBooks Desktop Help.
  3. Enter "DropBox" in the search field.
  4. Select the Contact us button at the bottom part.


We're just here if you have other concerns.

Level 2

Re: Quickbooks pro data on drop box

Hi Georh,

I finally gave up trying, dropbox pointed me to QB, QB pointed me to Drop box,

it was all very frustrating.

i now go to my clients house back the file up into drop box, then go home reinstall from back up, and when i complete his month end, do a back up, then i go back to his house and reinstall from back up.  

I am not sure what changed in 2019 - but it was very frustrating. 

my only suggesting would be to run a back up every time you think you will be changing from desk top to lap top. 

good luck .

Level 1

Re: Quickbooks pro data on drop box

I too have the problem that Quickbooks does not want to play nice with dropbox; particularly for QB 2019.  If I have a QBW file on external hard drive, no problem; same file in dropbox and it is hit and miss if it will open.

QuickBooks Team

Re: Quickbooks pro data on drop box

Hello there, @RS51,


As stated by my peer JenoP above, accessing your file in Dropbox may or may not work since they have constant updates. This could be the reason you're unable to open your file using Dropbox. 


In line with this, I'll share with you the two alternative options on how to work in a hosting environment.


First, you can set up a multi-user network in the program. This way, your computers on your network can access your company files. For more information, go through this article: Set Up and Install A Multi-User Network for QuickBooks Desktop


Second, you can use our Intuit Hosting Program. This lets you access the software remotely via a secure connection and a web browser. This also helps you easily update your data file when you're on the road. To learn more about this program, check out this website: 


You can count me in if there's anything else you need. Have a great day, @RS51

Level 2

Re: Quickbooks pro data on drop box

@RS51 ,

I would recommend any cloud service (e.g Gropbox, GDrive) only for storage. You should download your file everytime you want to open it, and upload it back to cloud storage.

Level 1

Re: Quickbooks pro data on drop box

Sorry, but it is quite obvious that it not a dropbox updating problem but something that QuickBooks change in an automatic update since several of us have been using dropbox for years.  I understand that the easy fix from Quickbooks viewpoint it to spend more money on more programs etc.  I do not want or need a newer version as 2015 was working fine and takes care of my accounting needs.  I just need to be able to use both my laptop and desktop to take care of business.  I originally thought I had a workaround by moving the file from dropbox to my deck top do my accounting and then move it back to dropbox but that even doesn't work now.  The last time I even tried to put the company file on a stick memory and move it between computers isn't working.  Sorry to sound like a conspiracy theorist but right now all I hear and read is intuit wants more money and somehow the program was changed to not let a company file be open unless it on the original computer that made the file.

Level 2

Re: Quickbooks pro data on drop box


Consider GDrive as an alternate storage to your DropBox

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