Using the QuickBooks Database Server Manager to share your company files

QuickBooks Database Server Manager shares your company files with other computers over your network. You must install and run this tool on the server computer—the computer that hosts your company files—so other users can access your data. It also helps you monitor your multi-user network.

If you don't plan to have multiple users access your file, you don't need to install the Database Server Manager.

Download the Database Server Manager

The Database Server Manager is part of the QuickBooks Desktop installation file. You don't need to download a separate application.

1. Download the QuickBooks Desktop installer.
2. If you already have QuickBooks Desktop installed, check for updates. The Database Server Manager updates automatically when you update QuickBooks Desktop.

Install the Database Server Manager

Install the tool on the server computer that hosts your company files.

Note: If you host multiple versions of QuickBooks Desktop on your network, install the oldest version first and end with the most recent version.

1. Close all open programs on your server computer, including QuickBooks.
2. Open the install file you downloaded. The file is named Setup_QuickBooks.exe.
3. Follow the on-screen instructions.
4. If prompted, enter your product or license numbers.
5. When asked to choose an install type, select Custom or Network options, then select Next. Do not select Express. This option overwrites your previous version of QuickBooks Desktop, which you may need for troubleshooting.
6. Select the best option for your network setup:
   
   I'll be using QuickBooks Desktop on this computer, AND I'll be storing our company file here: Select this if you want both the Database Server Manager and the QuickBooks Desktop program on your server computer. Intuit strongly recommends this option.
   
   I will NOT be using QuickBooks Desktop on this computer: Select this if you only want the Database Server Manager on your server computer.
   
7. Select Next.
8. Select Install.
9. When prompted, allow the installation to proceed.

Note: QuickBooks creates a new Windows user for each version of Database Server Manager (for example, QBDataServiceUser33 for the 2023 version). You must give permission to access the folders that hold your company files.

Configure the Database Server Manager

If you want to use the default settings, you can skip this section.

1. Open the Windows Start menu.
2. Type Services into the search bar and open Services.
3. Select and open QuickBooksDBXX (where XX is the version number).
4. Go to the General tab and find the Service status.
5. If the status is Started or Running, select Stop.
6. Select Automatic from the Startup type dropdown menu,
7. Go to the Logon tab and select Local System account.
8. Go to the Recovery tab.
9. Select Restart the Service from the dropdown menus for First failure, Second failure, and Subsequent failures.
10. Return to the General tab and select Start to restart the Database Server Manager.

Next steps

After installation, you may need to configure your system to ensure access:

• Set firewall permissions: Check your firewall and antivirus permissions to ensure the Database Server Manager has permission to run on your server computer.
• Scan your files: Scan your company files so you can host them over your network.