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Level 2

Multiple users with different licenses

Hello,

Both (my office & book-keeper) use QB-Desktop-Premier. We both have different licenses, and have put QB-files in a shared folder.

 

Question:

1. Can multiple users (having different licenses) work simultaneously on the same QB-file?

 

Thanks.

19 Comments 19
Highlighted
Moderator

Multiple users with different licenses

Thanks for reaching out to the Community, @ashburnconsulting.

 

As long as both QuickBooks Desktop (QBDT) Premier are on the same year version, yes, you can. All you need to do is to set up a multi-user network. Before doing so, please note that the recommended set up is having the company file stored on the Host computer.

 

To turn on Hosting, here's how:

 

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

 

I'll add this article for more information: General info about hosting your company data in multi-user mode in QuickBooks Desktop.

 

Once turned on, you can now proceed with setting up your QB to a multi-user mode. Consider checking out this article for the detailed steps on how to do it: Set up and install a multi-user network for QuickBooks Desktop.

 

Please let me know if you have any other questions or concerns. I'll be more than happy to answer them. Enjoy the rest of the day!

Highlighted
Level 2

Multiple users with different licenses

Hi,

 

I read the links:

https://quickbooks.intuit.com/learn-support/en-us/configure-for-multiple-users/set-up-and-install-a-...

https://quickbooks.intuit.com/learn-support/en-us/multi-user-mode/general-info-about-hosting-your-co...

 

We don't have a server but only workstations, since we use cloud storage and all QB-files will be stored in it (with correct folder rights).

Thought that we could install QB-Desktop in every workstation and simply map to the cloud (network drive). But above link requires QB-Desktop be installed in at least 1 workstation & act as a server (meaning running 24/7 with QB-DatabaseServerMngr installed). This means we truly need a server.

 

Am I correct in my understanding? Is there any other way to have QB-Desktop without running a server?

Highlighted
Level 12

Multiple users with different licenses

@ashburnconsulting 

If you don't need any dedicated host or server on your premise, you may deploy it on the cloud using this solution.

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

 

Highlighted
QuickBooks Team

Multiple users with different licenses

Yes, you're correct, @ashburnconsulting.

 

You need to have one computer which will serve as your server that'll host your company files.  

 

Right now, there isn't another option you can use to work simultaneously on the same QB-file, but to use the multi-user network. However, I'd suggest performing the recommended solution by @Fiat Lux - ASIA as a workaround.

 

In case you've decided to use the multi-user network setup, you can refer to this article on how it should be done: Set up and install a multi-user network for QuickBooks Desktop. It contains step-by-step procedure such as setting up the multi-user network, folder permissions, and installing a database server manager.

 

Please let me know if you have other concerns. I'm just around to help.

Highlighted
Level 2

Multiple users with different licenses

Hi,

 

Not sure how https://partners.myquickcloud.com/getting-started/ will resolve the issue (multi-users mode), because what I understand is that they provide Remote Desktop Session. I called them few times (https://partners.myquickcloud.com/, [removed]) but goes to vmail.

 

Also, does the server (either in-house OR outsourced) counts as a use of a QBDT license? 

Highlighted
Level 2

Multiple users with different licenses

Hi,

 

Not sure how https://partners.myquickcloud.com/getting-started/ will resolve the issue (multi-users mode), because what I understand is that they provide Remote Desktop Session. I called them few times (https://partners.myquickcloud.com/, [removed]) but goes to vmail.

 

Also, does the server (either in-house OR outsourced) counts as a use of a QBDT license? 

Highlighted
Level 12

Multiple users with different licenses

@ashburnconsulting 

They don't offer any trial period for the cloud option. Once you purchase it, they will install QuickBooks with your license. You need a license for 2 users or more to run it on multi-user mode. If you only have a license for 1 user, you may run it in single user mode in turns.

Highlighted
Moderator

Multiple users with different licenses

I appreciate you for getting back to us, @ashburnconsulting.

 

I can provide additional information about using the desktop version of QuickBooks. Allow me to chime in for a moment and share what I know through this thread.

 

MyQuickCloud is a remote desktop software that allows multiple users to access the application simultaneously. If you want to know more about how it works, you may need to get in touch with them.

 

Since you're unable to contact support via call, I suggest reaching out to their Live Chat team.

 

For your question about the server, yes, it counts as a use of the program license. You may access the software on the number of computers equal to the number of user licenses you purchased.

 

Additionally, here's a helpful reference that you can visit to know more about getting a multi-user license (scroll down to 3.1.3.): Software License Agreement for QuickBooks Software and Intuit Payroll Services.

 

Please know that the Community has your back if you need assistance. It’s a place for you to connect with experts and peers. Wishing you and your business continued success.

Highlighted
Level 2

Multiple users with different licenses

Hi,

 

Firstly, hope everyone is keeping safe.

 

1. Just to clarify: As long as users have the same version year of QB-Desktop-Premier AND having different license#s, they will all be able to simultaneously use/share the QB-file in a multi-user environment. I ask this because on my call to QB-tech support last week they mentioned that all users must be on the same license#

 

2. One of the workstation has to treated as a server, i.e. use of a license on this workstation. Since Premier comes with 2 licenses, the server will use up 1 license. Correct?

 

Thanks.

Highlighted
QuickBooks Team

Multiple users with different licenses

Hello there, ashburnconsulting.

 

We're all good and safe and I hope you're safe as well.

 

QuickBooks Support is right, you need to purchase a user license under your single-user license to set up a multi-user environment. Your accountant's license cannot be used here. Even if he/she will use his/her computer and connect to your computer, the multi-user mode cannot work.

 

For the second question, the answer is yes. One of the stations can be a server. But again, you need to buy a user license, not use your accountant's license.

 

You'll want to read this article about adding a user license to your QuickBooks software.

 

Please leave a comment and tag me if you have more concerns. Wishing you all the best!

Highlighted
Level 12

Multiple users with different licenses


@ashburnconsulting wrote:

1. Just to clarify: As long as users have the same version year of QB-Desktop-Premier AND having different license#s, they will all be able to simultaneously use/share the QB-file in a multi-user environment. I ask this because on my call to QB-tech support last week they mentioned that all users must be on the same license#

 


In our experience, we had to ask the Support to merge the license. QB Server Manager would manage the user access with the same license code 

 


@ashburnconsulting wrote:

2. One of the workstation has to treated as a server, i.e. use of a license on this workstation. Since Premier comes with 2 licenses, the server will use up 1 license. Correct?

.


If you are using a private cloud solution, 1 license seat will be assigned to the server as the host. If you don't have any server, you may utilize any avaiable desktop to becoome the host.

 

But if no one is using any PC/desktop (i.e only notebooks or mobile devices), consider to put your license and data files on an authorized QB cloud hosting. They only supports recent QB Desktop versions (i.e 2017-2020). The cost starts from $30/month.

http://www. apps4rent.com/#a_aid=quickbooks

  

Highlighted
Level 2

Multiple users with different licenses

Let me try to understand:

 

I have a QBDT-Premier (license # ABC. This license is for 2 users: ABC-1, ABC-2). I set up user # 1  as my server and user # 2 as another workstation . Now my accountant also has QBDT-Premier (license # KLM. This license is also for 2 users: KLM-1, KLM-2).

 

I would like to know can all 4 users (ABC-1, ABC-2, KLM-1, KLM-2) simultaneously work on any file created by either ABC or KLM?

 

According QB-tech support only users of ABC can work in the multi-user environment

Highlighted
Level 12

Multiple users with different licenses

ABC and KLM have to manage their own multi-user system. ABC-1 can create a backup file, send it to KLM-1 or KLM-2, then one of them restoring the file on their system. KLM-1 and KLM-2 can work on the same file in multi-user mode but none of ABC user can access the file. We had a user managed 2 different QB server in the same network environment. Eventually they merge the license to run in a single server. It would be easier to run multi QB version on the same server/host. 

Highlighted
Level 2

Multiple users with different licenses

So QB-tech is correct, only users of ABC or KLM can simultaneously work. If we want all users of both (ABC & KLM) to work simultaneously than we have to merge the licenses of ABC & KLM. 

 

Cost question:

- Both ABC & KLM were purchased during promo offer (i.e. 2 users license at $500, but to add a 3rd user it is additional $1,000). If I request merge, I am getting 4 users at $1,000 (instead of $2,000). Will QB sales allow this? or Will they require us to pay full price of 4 users?

Highlighted
QuickBooks Team

Multiple users with different licenses

Hi there, @ashburnconsulting.

 

I wanted you to get to the right support so that you'll know more about adding users to your account with its corresponding price and also with the merging request you have mentioned.

 

I suggest contacting QuickBooks Sales Consultants by getting the phone number in this article: Multi-user Questions.

 

They have the tools to verify your accounts and look into the updates on how to manage discounts with merging different accounts.

 

Count me in if you need anything else. I'll be here to help. Stay safe.

Highlighted
Level 2

Multiple users with different licenses

Thank You for the link (https://accountants.intuit.com/accounting/2013/quickbooks/fragments/multi-user-questions.jsp). It answered few of my queries:

 

- Server does not count as a license (provided no one uses QB on the server itself)

- If a user has multiple machines (e.g. laptop & desktop, QB can be installed & run on both and count as 1 license, provided its the same user)

 

I will contact QB-sales for more information.

Highlighted
Level 12

Multiple users with different licenses


@ashburnconsulting wrote:

Cost question:

- Both ABC & KLM were purchased during promo offer (i.e. 2 users license at $500, but to add a 3rd user it is additional $1,000). If I request merge, I am getting 4 users at $1,000 (instead of $2,000). Will QB sales allow this? or Will they require us to pay full price of 4 users?


QBD 2020 Premier 4 users = $2100 (regular price)

QBD 2020 Premier 4 users = < $1500 (reseller/partner price)

QBD 2020 Premier additional user = < $750/seat (reseller/partner price)

 

Keep in mind you may get 50% off only for first year to purchase Premier Plus. You have to pay the regular price for renewal. Otherwise, your license will be expired. 

Highlighted
Level 2

Multiple users with different licenses

I will be using QBDT-Premier (one-time payment).

 

Another question:

When attaching documents to an entry, how to set/assign which folder/location will they be saved? For example, lets say all working (QB) files are saved in "c:\Accts\QB". Where will all the attachments be saved?

Highlighted
QuickBooks Team

Multiple users with different licenses

Good morning, @ashburnconsulting

 

Thanks for following up with us. 

 

Attachments are located in the Attach folder, which is in the same location as your company file. QuickBooks will automatically create this folder upon adding the first attachment to the Doc center.

 

2020-05-11 08_26_57-Window.png

Check out QuickBooks Document Center: FAQs and common issues for more details about our attachments.

 

Please let me know if you have additional questions or concerns. I'll be here every step of the way. You can always reach out to the Community or me anytime you find you need a helping hand in getting back to business. Take care!

 

 

 

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