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Community Contributor *

Sharing the desktop version between two computers

At my shop we currently have 2 computers running QuickBooks, a main computer and then a laptop. I have downloaded the same version on the laptop as the computer and logged in with the same product key. Is there a way to make my computer match with the other one so that when I enter a transaction on the laptop it shows up on the desktop and vice versa? Is that even possible?

24 Comments
Frequent Contributor *

Re: Sharing the desktop version between two computers

Hi there!

You would have to set up a multi-user environment or network, where the QB file would sit on a central server and be accessed by both computers.  Most times the file cannot be accessed at the same time however.  

 
QuickBooks Team

Re: Sharing the desktop version between two computers

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. Click Yes on the confirmation window.

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

  1. Go to your server computer (computer that physically stores your company file).
  2. At your server computer (computer hosting your company file/s), open the start menu and type database.
  3. ​Click on QuickBooks Database Server Manager.
  4. If no folder locations are shown, click Browse and browse to the folder where you store your company file(s).
  5. Click OK.
  6. Click Start Scan, which will repair the firewall permissions to allow QuickBooks to communicate over your network and resolve your error.
  7. When finished, click Close and try opening QuickBooks in Multi-User mode on your workstation(s).

For more information on Multi-User mode, click Here.

 

Please keep me posted on your results with this here, the Community has you covered. Thanks again, I'll be standing by for your response.

G8
Not applicable

Re: Sharing the desktop version between two computers

 
Content Leader

Re: Sharing the desktop version between two computers

Thanks for joining the Community, @G8

 

So that I'm able to provide you with the best assistance, do you have questions about sharing QuickBooks Desktop between two computers? If so, please let me know what you're needing help with and I'll work to get you the best resolution.

 

I'll be keeping an eye out for your response and look forward to providing further assistance. Take care. 

Community Explorer **

Re: Sharing the desktop version between two computers

I am thinking about doing something similar for our small business, so that my husband and I can use the file at the same time.  I am looking at adding an additional user and having it hosted on one computer.  I have completed file sharing in windows and set up multi user functionality on the host computer.  Do I have to have QB software installed on both my computers, so the file share will work correctly?

Content Leader

Re: Sharing the desktop version between two computers

Thanks for joining the Community and this thread, @snhhull. I'd be glad to provide clarification on software installation.

 

For any computer that you wish to access/open the file with, it will need to have QuickBooks installed. Additionally, it's not a requirement that the host computer has the software installed, but it will be unable to access/open the file without it being installed. Since you and your husband are wanting to use both computers, it will need to be on both machines. 

 

My colleague, @SterlindD, included an article above that I recommend as it provides an overview of multi-user mode. 

 

As always, I'm just a post away if I can be of additional assistance. Cheering you to continued success. 
 

MG9
Not applicable

Re: Sharing the desktop version between two computers

I'm also looking at doing this as well but am unsure if I need to buy multi-user license in order to accomplish what I want? 

 

Just the same in this thread; both my husband and I would like to use QB priemier desktop version in our office at the same time.

1. Can he and I both use Quickbooks at the same time in our office and will we see each others data entered instantly on each others computer?

 

2. Can we both be in the same type of file at the same time? For example, If Im creating an estimate and he is also creating an estimate at the same time, will QB recognize this and make sure the estimate numbers are accurate? 

 

In order to do these things, will I need to buy multi-user license instead? 

Content Leader

Re: Sharing the desktop version between two computers

Welcome to the Community, @MG9. I can provide insight for your setup questions. 

 

As to your first question, both you and your husband will be able to work at the same time and will be able to see the data as it's entered. For the second question, both of you can be working on the same file at the same time. The numbering will follow the sequence that you have set up and based on when the transaction was saved, so the numbers will be accurate.

 

Lastly, you are correct in that you will need a multi-user license to complete this setup. I'm including an article which provides an overview of setting this up: Set up multi-user network

 

I want to ensure that you have the optimum configuration for your business, so please feel free to let me know if you have additional questions. Have a wonderful day. 

Community Explorer **

Re: Sharing the desktop version between two computers

I have 2 separate B Desktop Pro 2019 licenses.  They are not from a 3-user package software because I only need 2 users thus didn't want to spend more money.  Will this work for multi - user access? 

 

QuickBooks Team

Re: Sharing the desktop version between two computers

Yes, the two separate licenses can work on multi-user mode, snhhull.

 

You will want to contact our phone or chat support because they have to configure them first to work in a multi-user environment.

 

Once done, you can start setting up your network. We've listed the articles for this process here.

 

We're just around if you have more questions.

Community Explorer **

Re: Sharing the desktop version between two computers

I called phone support as you suggested on Thursday 6/20/19 at 1200p Central Time and WHAT A NIGHTMARE THIS TURNED OUT TO BE! 

The computer is now with an IT Professional getting fixed after. 5 Intuit support agents, ticket numbers later and 28hrs of lost productivity and sales income.   Whatever "Jane" at Intuit support ( the 1st agent)  in the Philippines did caused QB once and then never open again and a windows file to corrupt as well as the windows restore point.  .  I had no choice but to take the computer in to be fixed.  I expect to Intuit to cover these costs and my downtime.  We all know that will never happen.   THANK GOODNESS, I am smart enough to have my computer and QB file Backed up prior to all this mess. (by the way,  not one Intuit agent asked me if the system and qb file was backed up.)

Established Community Backer ***

Re: Sharing the desktop version between two computers

hi @snhhull ,

Frankly, I don't get it with your last reply. You were only asking Intuit to combine two single user license of Pro 2019. Did Intuit remote your computer and do something? You said about Windows restore point. That means someone was installing something and it made your Windows corrupted. May I know which Windows version you have?

Community Explorer **

Re: Sharing the desktop version between two computers

Yes,  Intuit support remoted into my computer to make the necessary changes to make QB Pro 2019 single-user, Multi-user capable.  We are currently on windows 7.   The changes Intuit QB Support made corrupted the QB file on the server making it unusable and some windows operating files.   The windows restore point would not work to restore to a previous windows setting, MS Outlook would not work and quickbooks would not open.  

QuickBooks Team

Re: Sharing the desktop version between two computers

Hi @snhhull,

 

This isn’t the kind of service we want you to experience. We strive hard to give our customers a satisfactory feeling of accomplishing tasks with the help we provide.

 

We want to get you to work in Multi-user mode for your company file. 

 

You can refer to this article for more information: Set Up Your Multi-User Network.

 

Please let me know if you need help with anything else. I’ll be sure to get back to you.

Community Explorer **

Re: Sharing the desktop version between two computers

Once we have our computer(server) back and restored our QB file, which at 240p on 6/24/19 it is still with IT Professional (this started on 6/20/19 approx. 12p).  We will NOT be using mutli-user.  I will be returning the second license I purchased as we are going to back to the way we have handled our business for the last 17 years.   In regards to support service from the Philippines:  I requested several times after the mess started to speak to a US Based agent,  I was denied a transfer or told the support was solely handled by Philippines.  I do believe it is a US Federal Law that if requested to speak to a US Based agent, I am to be transferred.  At least it was when I was worked in a call center environment.  Also, the background noise while speaking to the Philippine agents was horrendous.   Couple the noise with the language barrier/script reading,  it was making it all even more frustrating.   Once I received Brian and Amy in the Fredericksburg, VA  office, the next morning at 8am, after 13 hours with Filipino agents, and now only 3 hours of sleep, I finally felt like I was speaking someone that cared even though they were not able to resolve the problem. 

 

 

QuickBooks Team

Re: Sharing the desktop version between two computers

We didn’t intend to make you feel that way, @snhhull.

 

I want you to know that your opinion is important to us and we value it. We didn’t want you to feel as though we’re denying you the opportunity to talk with our U.S based agents.

 

We appreciate you for giving us your feedback about this matter. Don’t worry, I’ll send your feedback here on my end so we can improve it in future phone interaction with our customers.

 

If you need help with anything else, you can always post here in the Community. We’re always ready to help.

Established Community Backer ***

Re: Sharing the desktop version between two computers

hi @snhhull ,

I would say you have to consider upgrading your OS from Win 7. We have been assisting many technical issues of running QuickBooks on it for the last 12 months at our clients. Hopefully QuickBooks 2020 will not support Win 7 anymore.

Not applicable

Re: Sharing the desktop version between two computers

What are the steps to get the second computer connected to the host?

Established Community Backer ***

Re: Sharing the desktop version between two computers

hi @JoPri ,

It depends on how you want to connect the host. Using LAN, internet, or both of them?

Not applicable

Re: Sharing the desktop version between two computers

Internet/WiFi/network. 

Established Community Backer ***

Re: Sharing the desktop version between two computers

Moderator

Re: Sharing the desktop version between two computers

You'll have to turn on your Hosting mode first, JoPri.

 

Then, you can start connecting your computer to the Host server.

 

Just a heads up, you should turn this on only for the Host computer. 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.

 

Here's how to turn it on:

  1. Go to the File menu, and then select Utilities.
  2. Select Multi-User Access.
  3. Click Yes to confirm.

Once turned on, please follow these steps:

  1. Go to your server computer (a computer where you store your company file).
  2. Click the Start menu, and then type Database.
  3. Select QuickBooks Database Server Manager.
  4. If you can't see your folder location, click Browse, and then choose your company file.
  5. Click OK.
  6. Select Start Scan. This will repair your firewall permission to allow QuickBooks to communicate your network.
  7. Click Close, and then try opening QuickBooks in Multi-user mode on your workstations.

I've added an article here to know more about Hosting your computer: Host your company data file in multi-user mode.

 

These details will help you connect your other application to the hosting computer. I'm always around if you need more help.

Not applicable

Re: Sharing the desktop version between two computers

I’ve got the desktop set up as the host per those instructions. 

I’m now trying to get the freshly loaded QB on my laptop to pull the info from the host computer. 

Established Community Backer ***

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