Learn how to set up QuickBooks Database Server Manager in QuickBooks Desktop.
QuickBooks Database Server Manager lets you share your company files with other computers over your network. When you set up a network, you need to run QuickBooks Database Server Manager so users can access your company files. It also helps you monitor your multi-user network.
Before you start, learn more about setting up networks for QuickBooks Desktop.
Note: If you don't plan to have multi-users, you don't need the Database Server Manager. You'll only need it so multi-users can access your file.
Step 1: Download Database Server Manager
Database Server Manager is a part of the QuickBooks Desktop file.
All you have to do is download and update QuickBooks Desktop and the Database Server Manager updates automatically.
Step 2: Install Database Server Manager
Install the QuickBooks Database Server Manager on your server computer. This is the computer that hosts your company files.
Important: If you're an accountant or someone who hosts multiple versions of QuickBooks Desktop on your network, install them in order. Install the oldest version first and end with the most recent.
- Close all open programs on your server computer, including QuickBooks.
- Open the install file you downloaded. It's called Setup_QuickBooks.exe.
- Follow the onscreen instructions. If you need to find your product or license numbers, here's how to find them.
- When QuickBooks asks you to choose an install type, select Custom or Network Options. Then select Next. Don't select Express.
Note: The Express option installs QuickBooks Desktop over your previous version of QuickBooks Desktop and you might need your previous version for comparison and troubleshooting purposes.
- Choose the best option for your network setup and then select Next. Both options install the Database Server Manager. If QuickBooks Desktop is already installed on your server computer, this won’t overwrite any existing company data.
- If you want Database Server Manager and QuickBooks Desktop on your server computer, select I'll be using QuickBooks Desktop on this computer, AND I'll be storing our company file here so it can be shared over out network. We strongly recommend this option.
- If you only want Database Server Manager on your server computer, select I will NOT be using QuickBooks Desktop on this computer.
- Follow the rest of the on-screen instructions. When you’re ready, select Install. Windows may ask you for permission.
Note: QuickBooks creates a new Windows user for each version of Database Server Manager. For example, Database Server Manager 2023 shows up as QBDataServiceUser33.
Give QBDataServiceUserXX (XX is the user number) permission to access the folders that hold your company files. You may see these users whenever you set system-level permissions.
Configure Database Server Manager
If you want to use the default settings, you can skip this section and move on to Step 3.
- Open the Windows Start menu.
- Type Services in search and open Services.
- Select and open QuickBooksDBXX (XX is the version number).
- Go to General and find Service status. If it's Started or Running, select Stop.
- From Startup type, select Automatic.
- Go to Logon and select Local System account.
- Go to Recovery and select Restart the Service from each of these: First failure, Second failure, and Subsequent failures.
- Go back to General and select Start to restart Database Server Manager.
Step 3: Set your firewall permissions
If you haven't already, check your firewall and antivirus permissions. Make sure you give the Database Server Manager permission to run on your server computer.
Scan your company files
Learn how to scan your company files so you can host them over your network.