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

by Intuit•1• Updated 3 months ago

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 to a company file on different computers at the same time. To learn about the tasks that can be performed in single or multi-user mode, see the tables 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 and Vendor 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 Center	Yes	Yes
Change Item price	Yes	Yes
Vendor center	Yes	Yes
Enter vendor transactions	Yes	Yes
1099 Wizard (US only)	Yes	No
1099 Report (US only)	Yes	Yes
Create Checks/checks	Yes	Yes
Order Checks/checks	Yes	Yes
Reconciliation	Yes	Yes
Set up bank feeds	Yes	Yes
Change bank feeds mode (US only)	Yes	No
Reports center	Yes	Yes
Memorized 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 Center	Yes	Yes
Payroll setup (Manual payroll)	Yes	No
Pay with direct deposit (US only)	Yes	Yes

Preferences

Tasks/Features	Single-user mode	Multi-user mode
Accounting	Yes	Yes/No*
Bills	Yes	Yes/No*
Calendar	Yes	Yes/No*
Checking/checking	Yes	Yes/No*
Desktop view	Yes	Yes/No*
Finance charge	Yes	Yes/No*
General	Yes	Yes/No*
Integrated applications	Yes	Yes/No*
Items and inventory	Yes	Yes/No*
Jobs and estimates	Yes	Yes/No*
Multiple currencies	Yes	Yes/No*
Payments	Yes	Yes/No*
Payroll and expenses	Yes	Yes/No*
Reminders	Yes	Yes/No*
Reports and graphs	Yes	Yes/No*
Sales and 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 and 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

Others

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

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