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 at a company file in 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.
