Question

2 users vs 2 licenses

Forum|Forum|7 years ago
January 3, 2019
6 replies
45 views

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?

QuickBooks Desktop for Mac

A

Anonymous

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:

Select QuickBooks and choose Preferences then Users and Passwords. You can also go to Company then Users and Passwords.
Create an administrative user.
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!

K

kentx6Author

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 11

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.

qbteachmt

Level 11

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.

R

rachelhouston

How can I get them synchronized?, I called in and they could not do it for me.

I bough licenses back in June and now for some reason they are not working together, so only 1 person can can work on the company file, it does not allow for 2 working at the same time. Please help!

D

DebSheenD

Level 5

Hello, rachelhouston.

Thank you for sharing your concern here in the Community.
I appreciate your time and patience to get this fixed. I'll make sure that you can sync licenses and have multi-user access.
Make sure that the company file stored on the Host computer:

In QBDT, go to the File menu at the top to get to the Utilities and Host Multi-User Access.
Click Yes on the confirmation window.

I've also added these articles that will help in setting up multi-user mode:

You can contact our customer support team for additional help.
Feel free to reply to this thread if you have additional concerns. I'm always here to help.

I

ITPL

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

A

amejia

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

Level 9

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:

Accountant's File Transfer Service. It has answers to the most commonly asked questions about using this service.
How to create an Accountant's Copy. It has a complete guide on how to set up, create, and send files through the Accountant's Copy File Service.

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

M

Motorworks

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,

J

JYcebu

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

JessT

Moderator

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.

Click on QuickBooks.
Choose Manage Licences.
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!

B

brennan6524

Is there a version of qb that will allow to users to enter payroll and edit employees at the same time?

A

AP149

We've been paying for a two user license but have only been able to use one at a time. We've spent hours with tech support but even after escalation no one has been able to fix the issue. It has wasted many hours and caused a huge disruption, yet even though quickbooks can't resolve the problem they refuse to refund the additional money that we pay for something that we've never been able to use. Like everything else with this company, be cautious because they will scam you in any way they can and they couldn't care less about loosing customers.

Fiat Lux - ASIA

Level 14

@AP149

When did you purchase the license?

Which one do you have? 2 different licenses for 1 user or 1 license for 2 users?

A

AP149

We have one license for two users and we've had it for almost 15 years but 8 months ago it just stopped working. Sometimes I can't access QB from my computer when the other user is logged on, and sometimes even when he isn't logged on I get an error message and can't get on. We've tried everything but Quickbooks can't get it to work. Tech support is all working from home so they can't discuss with each other and QB customer service is truly awful.

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