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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?

5 Comments
Anonymous
Not applicable

Re: 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!

Level 15

Re: 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.

Level 1

Re: 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.

Level 15

Re: 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.

Level 8

Re: 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.

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