I can share some insights about how a multi-user network works, tkatelman.

When hosting multi-user user access in QuickBooks Desktop, we don't recommend setting it up on virtual servers and machines. The program is designed for local networks in which the computers are connected via a LAN cable. Also, Mac M1 won't work on a virtual network. 

With regard to your second question, QBDT won't seamlessly work via WiFi connection. This is because the database is stored on the server computer and multi-user mode requires constant connection when a user is logged in. Wireless fidelity might break the connection and disconnect your QuickBooks Desktop session causing data issues and runtime errors in the program.

Since your computers are not in the same office, you'll want to consider using a third-party cloud hosting provider. With this, your file is stored on an enterprise-level web server at a secure facility. You can access them over a secure internet connection from anywhere or any device rather than using your local network. 

To know more about the network compatibility of QuickBooks Desktop and the authorized hosting providers, you can read these articles:

• Recommended networks for QuickBooks

• How to host a QuickBooks Desktop company file

• What hosting providers are authorized by Intuit?

Drop me a comment below if you have further questions about this topic. I'll be right here to keep helping.

@tkatelman 

Deploy a private cloud at your premise with this solution. You may host your QBD on your virtual Windows and your remote machine will be able to access it by internet connection at the same time in the multiuser mode. Contact us in private if you have any questions.

https://partners.myquickcloud.com/?pc=fiatlux

Expanding a little on what the others have already told you.

If you do not want to use a Cloud sharing option (my preference is not to had off my data to someone else), you can also take your second license and put it on a Windows machine at YOUR location.  That Windows machine can then be the primary machine that hosts the QBs Company File.  You can then add a second drive or external drive (pending any security issues) for the Backups. 

The second person can remotely access that machine and with any number of remote access software and run the software from anywhere in the world (again, pending security issues of the network you're connected to). 

So you end up with a dedicated QBs machine with Backups to a separate drive.  You have access to the shared QB file on you local network.  And the second person only needs to send keyboard, video and mouse commands across the internet, not the actual data.  (Remote access could be through the build in Windows Remote Desktop or 3rd party apps like AnyDesk, TeamView or any of the other remote desktop programs out there.)

We ended up using Qbox. It works great!

i am trying to update by desk top since I used me laptop out of town,  I  cant figure out how to do this with all the information I entered while i was gone

@faithfuljew 

Open your file on the laptop and secure a backup file (QBB). Restore the backup file on your desktop.

Let's make sure you'll be able to access the data from your laptop to your desktop, faithfuljew.

You can create a backup file from your laptop. Then restore it to your desktop. To do this, follow the steps below:   

1. In QuickBooks, go to the File menu and select Open or Restore Company.
2. Select Restore a backup copy and then Next.
3. Select Local Backup and then Next.
4. Browse your computer for your backup company file. It should look like this: [Your company name].qbb.
5. Select a folder to decide where to save your restored company file. Then select Open. If you open the backup in the same folder as your existing company file, you may overwrite your data. To avoid overwriting anything, you can rename your existing company file or the backup so the names are unique. Or you can save the backup in a completely separate folder.
6. When you're ready, select Save. If you see any messages about possibly overwriting your data, select the option that best fits your needs. Don't overwrite anything unless you know you want to.

Once done, you can create another backup file for the desktop. In addition, you may encounter some issues with your company file. Please check this article for your reference: Fix BackUp Company File Issue In QuickBooks Desktop.

Let us know if you have any concerns about accessing your data. We're always here to help.

As others have said, you need to be VERY CAREFUL when going between computers.

I use a slightly different approach.  I have all of my User Date in a folder called "Data" on all of my computers.  So my QBs file is there, Documents I've moved there, basically any program that stores info in a folder, that folder has been moved to Data on ALL of my machines.  (Not really hard to do.)

Then I use a program called Beyond Compare to sync my files between my desktop and my notebook before or after a trip.  This program compares the Data folder on the two machines and only copies the files that have changed.  So before a trip it takes all the files I've been using on my desktop and copies them to the notebook.  But only the files that need updating.  Same is true when I come back.  Anything I opened and modified on my trip, like QBs, will show up as a newer file on the notebook and it gets moved to the desktop.

Microsoft has a similar program and I'm sure there are others.  But I've been using Beyond Compare for years with get results.

ADDED:  I should have also said that I DO NOT recommend putting any financial data on any kind of Cloud Server - UNLESS there is an overwhelming reason to share the data that you can't do another way.  There is always the chance of breaches (disclosed and not disclosed), but the real issue is that I've often found myself in hotels or other places that A) I wouldn't want to share my data over (VPN or not) and the thru-put is just so poor that it is painful to use the Cloud Server.  So if I had my data up in the Cloud, it would basically be unusable.  So I'd rather keep the data on my local machine (syncing) or use one of the many programs that allow me to securely Remote Desktop into my office machine.

Very informative. Thank you!

---

@SterlingD wrote:

Hi @York Signs.

 

Thanks for reaching out to the Community about running QuickBooks Desktop on two computers. I'll be happy to explain how to set this up.

 

QuickBooks Desktop uses a database file manager to communicate with the company file.

Use the Recommended mode to set up your file: The Recommended multi-user set up is having the company file stored on the Host computer.

 

To turn on Hosting:
 

Important: Turn on hosting only for the Host computer or where the company file is stored. If you're using a server to host your file, one computer still has to act as a Host. You must not turn on hosting for workstations.

1. From the File menu, select Utilities.
2. Click Host Multi-User Access.
3.  

"So what do you do if you click on Utilities & it does not offer multi use access?"

It only offers:

   verify data

    rebuild data

   condense data

 

1. Click Yes on the confirmation window.

After turning this on, you'll want to follow these steps:

 

---

My desktop hard drive died.  I have the Quickbooks data file on the server, but accessed it from the desktop pc.  Multi-user license.  I have my laptop at the office now and hooked to the network.  I need to access the QB data file, but I don't have Quickbooks on the laptop.  How can I install QB on the laptop and access the datafile?????????

I'm here to provide some steps on how you can install QuickBooks on your laptop and access your data files, @toddtnt.

To begin, let's install QuickBooks Desktop on your laptop. We have to download QuickBooks Desktop, then follow the steps in this article to complete the process: Install QuickBooks Desktop. 

While installing the software, create a backup company file from your desktop. We can use this to restore your data and transfer it to your laptop. 

Once you have the backup copy, we can use it to restore your accounting data. If we put it on external device like a USB, make sure to move it to your local hard drive first. Then follow the steps.

1. In QuickBooks, proceed to the File menu and select Open or Restore Company.
2. Choose Restore a backup copy and then Next.
3. Click Local Backup and then Next.
4. Browse your computer for your backup company file. It should look like this: [Your company name].qbb.
5. Select a folder to decide where to save your restored company file. Then select Open.
6. Once ready, click Save. If you see any messages about possibly overwriting your data, select the option that best fits your needs. Don't overwrite anything unless you know you want to.

Now you have a new company file you can work from. For more information, you may also check out this article: Restore a backup of your company file.

If you run into problems restoring your backup file, you can utilize this article for ideas how to resolve it: Fix backup company file issues in QuickBooks Desktop.

Feel free to leave a comment below if you have further concern about installing and accessing your data file in QuickBooks. I'll be around to help. Keep safe!

@toddtnt 

You just need to install the QB program on your laptop and access your data files on the server the same way you would on your PC.

We have followed these instructions and still have not had any success with the sharing between the two computers?

Thank you for joining this thread, kays8.

I'm here to help and share some information about the multi-user setup in QuickBooks Desktop.

In a multi-user network, one computer hosts your company files. This is your server computer and workstations are computers that connect to your network but don't store company files.

Also, we highly recommend keeping your company file on your server computer's local hard drive in this setup. This will make network sharing much easier. 

Here are the steps and things you need to check to make sure it is properly set up:

Step 1: Set up QuickBooks Desktop on a server
Step 2: Set folder permissions
Step 3: Install Database Server Manager
Step 4: Set admin rights

Step 5: Use Database Server Manager
 

Once everything Is set up outside QuickBooks, all we need to do is turn on Multi-user Access on your server computer.

Here's how:

1. In the server computer, go to the File menu.
2. Choose Utilities.
3. Click on Host Multi-User Access. Then select Yes to confirm.

After hosting the file from your server computer over the network, proceed by installing QuickBooks Desktop on your workstations.

Like this:

1.  Download and install QuickBooks Desktop on your workstations.
2.  Select Custom and Network install for the install type.
3.  Select I will be using QuickBooks Desktop on this computer.
4.  Follow the on-screen instructions to finish the installation.

For more details about the Multi-user network setup, check out this article: Install QuickBooks Desktop on a server.

I've also added this link so you'll know how to fix any multi-user connection issue: How to fix Error H202 and H505.

Keep me posted if you still need further assistance or have questions about the Multi-user network. I'll get back to you as soon as I can. Keep safe and enjoy your day!

@kays8 

There are 2 critical parameters:

1. Do you have a license for 2 users or 2 licenses for single user?

2. Create a public folder on each computer. Can you access the folder from another computer?

I am running Quickbooks Premier Desktop version in Toronto. I want to give access to a computer in India. (India does not support Quickbooks Online). What is the best way I can grant access to my Quickbooks Desktop version to my Indian office so that I am able to view the updates made to our account.

Hi, Everglow.

I'm here to share more information about accessing your QuickBooks Desktop file on a different computer.

Hosting services are needed if you want the other users to access the QuickBooks Desktop file in multiple locations. While we've partnered with different hosting service providers, I recommend contacting their support to know how this works. They can guide you through the step-by-step process to make it work.

One of our hosting services is Right Networks. With this type of network, you and your team can work together in QuickBooks Desktop—online and anywhere. I've added this article for more information about the feature: QuickBooks Desktop cloud hosting powered by Right Networks.

In addition, multi-user licensing allows the users to work on the hosted computer simultaneously. You can also use this link to learn more about adding a user license: Add a user license to your QuickBooks software.

We'll be right here if you have more questions about the process.

@Everglow 

Do you only need to let one user access one company file or multiuser at a time?

Thank You for your quick reply. Will take a look into the links you have shared. Thanks.

Ideally i would like multi users to be able to work simultaneously. If that isnt possible can maybe make do with one user at a time , but the changes should reflect simultaneously or quick enough in the same files on all computers

@Everglow 

For a limited budget, explore this one

https://qbox.coraltreetech.com/?associate_code=FL-AF34

But if you really need to access the same file in multiuser mode, setup a simple private cloud solution. Contact me in private if you need help to configure.

https://app.myquickcloud.com/#/register?pc=fiatlux

ok - that seemed to have worked.  what is needed on the laptop?

@Vic1234 

Any specific concern?