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kentx6
Level 1

2 users vs 2 licenses

What is the difference between 2 users and 2 licenses?

 

My wife and I each have our own business and we each enter our own information on our own macs. At the end of the year, I access her files to handle taxes, etc.

 

I believe this can be done via two licenses (as we do now with Mac 2016) - as long as we do not access the same file at the same time. However, I notice that the two user version is less expensive than two distinct licenses; but it is somewhat unclear if there are any restrictions on the set-up of the two-user version. Is each installation of the 2-user version a full copy that can run independently on its own machine (e.g., on an independent laptop) or is the 2-user version designed as a single server install with 2 client installs (i.e., which would prevent both users operating independently)? Are there any other limitations of a single 2-user license that might prevent using it as I described above?

38 Comments
Anonymous
Not applicable

2 users vs 2 licenses

Good day, kentx6,

 

I can share some insights about QuickBooks users and licenses.

 

You're right! All QuickBooks Desktop software enables you to set up different users to access a company file. However, if you're using a single license (standard), accessing and making changes on the file can only be done one at a time.

 

The reason why 2-user licenses cost more than the standard license is that it enables several users to use the multi-user feature. The multi-user mode in QuickBooks allows multiple users to install and use the same company file at the same time over a server network.

 

In addition to that, if you have both a laptop and desktop PC, and you're the only person using QuickBooks, you only need one license. You can just add another user if you need another person to work on your company file. Here's how to create user accounts in QuickBooks Mac:

  1. Select QuickBooks and choose Preferences then Users and Passwords. You can also go to Company then Users and Passwords.
  2. Create an administrative user.
  3. Create a user account for each user who will be working with the company file.

You only need to get additional licenses when additional people need to use QuickBooks on their computers. You might find this user-guide helpful: http://qblittlesquare.com/wp-content/uploads/2015/09/QBM-Users-Guide-150923-opt.pdf

 

Please let me know if you need further assistance, kentx6. I'm here to help you anytime. Have a great day!

qbteachmt
Level 15

2 users vs 2 licenses

If you have two Separate Licenses, you have the same rights as 2-License; you just bought them Separately. They would need to be Synced, and either way allows you both to be working in the same file at the same time or not, as long as you also set up the Sharing. If you have one computer, you would have One QB license, but have two different data files. There is no limit on data files; this is like Word Letters. So, Multi-user means "access shared files at the same time" and it requires # of Licenses for the # of expected concurrent users. 2-Licenses = the right to install it on two computers, even if you never intend for Multi-user sharing to be part of your own system process.

kentx6
Level 1

2 users vs 2 licenses

While the response did not answer the question, the link to the guide seems to. It appears that the multi-user license only comes with one server to open the file and that server must be accessible by each client when they want to access files. While the documentation does not state that the clients cannot open up files independently (some text I've read implies they might be able to), it probably isn't worth risking the price difference to try out - after all it would be a bit silly to have the two-user version cheaper than two licenses if the two-user version gave you all of the features of the two licenses... (once again, doesn't mean it won't work, but I'm guessing that it doesn't).

 

BTW: Based on hassles of getting answers to this simple question and challenges in registering the software after purchasing it, I have to say that Intuit's customer support is among the worst in the IT industry. The actual Desktop software is good once you know how to use it (at least the previous version was), but two hours of my time, including 1/2 hour on the phone with their support to get the system to merely recognize the registration code that they sent me is ridiculous.

qbteachmt
Level 15

2 users vs 2 licenses

This isn't how this works: "It appears that the multi-user license only comes with one server"

 

It doesn't "come with" any Server. The Connectivity is managed, and only one computer can be Hosting the shared file. If you bought 2 licenses or a 2-user Package, it "comes" with the right to install the program Twice (that's the Two License or 2- License Pack) and the fact that you now own 2 "rights" makes it possible to also use Multi-user = two people at the same time accessing the same file at the same time. Multi-user is the Sharing part. 2 Licenses is the Program Installation part.

 

"to open the file and that server must be accessible by each client when they want to access files."

 

That's because you are sharing. If you have an office system that acts as file host, it won't "use" a license. It doesn't count against the license count.

 

"While the documentation does not state that the clients cannot open up files independently"

 

Yes, of course you can open files independently. That is what you are doing now, so you know that function works.

 

"(some text I've read implies they might be able to), it probably isn't worth risking the price difference to try out - after all it would be a bit silly to have the two-user version cheaper than two licenses if the two-user version gave you all of the features of the two licenses... (once again, doesn't mean it won't work, but I'm guessing that it doesn't)."

 

It's called Planning Ahead. If you knew you wanted 2-licenses, you buy the cheapest package price that meets your needs.

 

 

"I have to say that Intuit's customer support is among the worst in the IT industry."

 

This is a Peer user community on the internet.

 

For Mac, here, one person that you will find helpful is @IntuitBrooks.

 

"The actual Desktop software is good once you know how to use it (at least the previous version was)"

 

Do you use www.qblittlesquare.com for your video tutorials, etc? That is QB for Mac-specific.

 

"but two hours of my time, including 1/2 hour on the phone with their support to get the system to merely recognize the registration code that they sent me is ridiculous"

 

1/2 hour? Geez, there are many people that post here out of desperation, while they also are still on hold from 2 hours. It seems you got great service.

IntuitBrooks
Level 9

2 users vs 2 licenses

There is an issue with the online registration. Its been going on a while - we are aware of it and have been trying to get the team that handles it to fix it.  Unfortunately there have been delays as they are doing a large fix for several products. Hopeful the reg issues will be resolved soon though.

LisaS2
Level 1

2 users vs 2 licenses

Hi,

 

Can you tell me if this scenario works with QuickBooks Desktop Pro 1 License:  If we install desktop on the office server, then create logins for our 8 employees to be able to log time only.  Will they each be able to open the program off the office server on their desk computers to enter time into the timesheet? 

RCV
QuickBooks Team
QuickBooks Team

2 users vs 2 licenses

Let me share some information about how QuickBooks user license works, LisaS2.

 

QuickBooks Desktop Pro allows up to 3 users to work in a company file simultaneously. Though you can set up a multi-user network, still, three users are allowed ( per license) fro them to access the company files.

 

For the steps and details about the multi-user network, check out this article: Hosting your company data in multi-user mode in QuickBooks Desktop.

 

If you want to purchase another user license, just follow the steps below:

 

  1. Click Help on the menu.
  2. Select Manage My License.
  3. Tap Buy Additional User License.
  4. Choose the option on how you want to purchase the new license.

You can read through this article for more details about purchasing additional licenses: Add a user license to your QuickBooks software.

 

I've got a link here that provides you with articles about running your business in QuickBooks: https://quickbooks.intuit.com/learn-support/en-us/get-started/07?product=QuickBooks%20Desktop.

 

I'm just one post away if you need a hand with exporting/importing data or any QuickBooks related. I'll be here to ensure your success. Take care always. 

Fiat Lux - ASIA
Level 15

2 users vs 2 licenses

@LisaS2 

You can only install 1 user license on 1 machine (+1 server as storage only, if any). As another option, put your license and data file on an authorized cloud hosting. It costs $30/month and your emploees may access it in turns from their own desktop.

ITPL
Level 1

2 users vs 2 licenses

I am currently using Quickbooks and would like to allow the CPA to access and work in it.  Is this a possibility?

Thank you for your reply.

ITPL
Level 1

2 users vs 2 licenses

Don't have a MAC...am inquiring about 2 users on Quickbooks using a Dell Computer

ITPL
Level 1

2 users vs 2 licenses

How do we go about getting a license so that the newly hired CPA can access Quickbooks from my Dell Desktop?

MadelynC
QuickBooks Team

2 users vs 2 licenses

Thanks for joining this thread, @ITPL.


I appreciate you for reaching us here in the Community. 


QuickBooks Desktop has options so your CPA can access your company file. To start, you’ll have to find out first how many licenses you have. Here are the steps:

 

  1. Press F2 to open the Product Information window.
  2. In the upper left, note the number listed for User Licenses.
  3. Repeat for each installation of QuickBooks.


If you have multiple user licenses, you can set up a multi-user network so your CPA can access your company files from other computers. You can see this article for detailed steps: Set up and install a multi-user network for QuickBooks Desktop.


Otherwise, you'll want to purchase additional user licenses in QuickBooks. I’ll show you the steps:

 

  1. Go to the Help menu.
  2. Select Manage My License, then Buy Additional User.
  3. New page open, then you have the option to choose either phone or the online option.
  4. Install QuickBooks Desktop on additional computers based on the number of licenses you purchased.
  5. Use the same license and product numbers you used to originally install QuickBooks Desktop.
  6. Follow the prompts to activate QuickBooks Desktop.


Please check this article for additional information about the process:Add a user license to your QuickBooks software.


You can also reach out to our Customer Care team if you need further assistance with steps. Just press F1 to route you directly to Contact us section then choose to Get a callback.


I’m always here if you have other concerns with QuickBooks. Have a good one.

Fiat Lux - ASIA
Level 15

2 users vs 2 licenses

@ITPL 

Some questions:

1. Which edition do you want to use? Pro or Premier?

2. How many user license do you need?

3. How do want your CPA accessing your data file? 

4. Is the CPA one of your employees or external accountant?

 

heath_durbin
Level 1

2 users vs 2 licenses

No, anything over 15 in waiting is BAD service.. just because it is common and maybe better then average, doesn't make it great. 

amejia
Level 1

2 users vs 2 licenses

Hello Friends, 

 

We have the following questions:

- We have three different non-profits and we are currently using QB online version. However, since our accounting is very basic for all three organizations, we decided to change to QB Desktop PRO 2020. Our questions are: If we buy one license with three users, 

- can we install them in three different computers? 

- when a user works in a computer, will the same information show in the other two computers or do we need to do a back up every time we enter new information in any of the computers? 

- when we want our accountant to see all our records, can we provide a temporary back up all of the records to make his revisions in his own computer. 

-does he have to have the same version of QB as us? 

 

Thank you in advance for assisting us with these questions. 

katherinejoyceO
QuickBooks Team

2 users vs 2 licenses

Thanks for joining in this conversation, @amejia. I'm here to share insights and answer all your concerns about single and user mode access in QuickBooks Desktop. 

 

Yes, you can install one license to three different computers. However, each user can only use one at a time. 

 

Should you need to access and use the company file in different computers at the same time, you'll need to have three different licenses and switch to multi-user mode. Read this article: Available features and tasks you can perform in single or multi-user mode.

 

Also, the other two users can see the same information on their end as long as the company file is shared. Check out this article to learn more about how to access your company files from other computers: Set up and install a multi-user network for QuickBooks Desktop.

 

When it comes to sharing all your records to your accountant, you can use the Accountant's Copy file transfer feature. Ideally, you should use the same version or year of QuickBooks Desktop when using this feature.

 

However, you can also use a different version as long as the gap is just one year, and the accountant has a more recent version. 

 

To learn more about how this feature works, read through these articles: 

 

 

Feel free to message again if you have additional questions. We're always here to help. 

Fiat Lux - ASIA
Level 15

2 users vs 2 licenses

@amejia 

Should you need to purchase a single license for 3 users, make sure:

1. Your network environment. If all machines are not in the same network, you have to deploy a private cloud or put your license and data on a QBO cloud hosting to utilize the multiuser feature.

2. Consider using QBD Premier for your organizations. If you are eligible, you may purchase it for a special rate thru Techsoup. Otherwise you can purchase the QBD license thru a partner/reseller for the better price.

2 New Users
Level 1

2 users vs 2 licenses

My wife and I have two seperate businesses. Can we split this software or do we need two full versions of it? If we need two full versions of it will be able to merge for tax purpose?

Fiat Lux - ASIA
Level 15

2 users vs 2 licenses

@2 New Users 

If you are asking about QBD, you may have multiple company files with a single one time license. Purchase the license within this month and make sure you may upgrade to QBD 2021 for free later. Otherwise, you should purchase one QBO/QBSE account for each business you want to manage.

https:// quickbooks.grsm.io/US

https:// quickbooks.grsm.io/us-promo

 

Motorworks
Level 1

2 users vs 2 licenses

I have been in contact with Support and they wish for me to purchase a support plan just to install another license from a disc I own. Is there no instructions on how to merge 2 licenses when you own the software discs already? A manual or something I can be sent to? I am happy to do it myself, but I just need to know how to do it, or where to go to find out where to do it.

 

Thank you, 

Fiat Lux - ASIA
Level 15

2 users vs 2 licenses

We had ask Support merging some licenses for free. They have to merge it in their own system. 

JYcebu
Level 2

2 users vs 2 licenses

Is there a 2-user license? So you can install this on two separate computers?

JessT
QuickBooks Team

2 users vs 2 licenses

This can be possible, JYcebu. I'll explain how.

 

If you bought QuickBooks with a single/standard license, you can buy another user/seat license so you can install another QuickBooks on another computer. Then, you can set up a multi-user network so both computers can work on the same file at the same time.

  1. Click on QuickBooks.
  2. Choose Manage Licences.
  3. Select Buy Additional Licenses.

Feel free to check out the guide for QuickBooks Mac 2020 and go to page 23 to learn more about multi-user more. That way, you'll have a reference when setting up your network.

 

Let me know if you have other questions in mind. Have a good one!

Fiat Lux - ASIA
Level 15

2 users vs 2 licenses

@JYcebu 

Which license do you have? You are only allowed to purchase additional seat for recent versions (i.e 2018-2021). 

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