QB Pro desktop 2021 number of users and login credentials

Hey there, @manrat. 

Thanks for reaching out to the Community for support. I'm happy to provide some insight into the plan you wish to purchase. 

First, let's cover what it means to purchase users in QuickBooks Desktop. When you purchase users, this is how many people can be logged into a single company file at one time. For example, you say you wish to purchase two users, this means that both user 1 and user 2 can log into the same company file at the same time. 

Now that we covered what purchasing users mean let's cover the install process. When you purchase QuickBooks, you are free to install QuickBooks on as many computers as you need. So, yes, you can install it on 4 computers. 

With that being said, since you've stated that you and the other user will be working in two separate files with no need of communication with the other, it wouldn't be necessary to purchase two users (unless you wanted to). Instead, you would work in the two different company files, on your own computer. However, since user 2 needs to install both on her desktop and laptop, they would need to make sure that they create a copy of the file and transfer it to the computer they wish to work on that day. Or, they can connect the computers through the network to access the file from the opposite computer. 

As to your concerns for user two having their own Intuit account, you can add them to your Intuit account and create their own user name. You can do this by using our CAMPS website. I've included the link below to do this. Please note that an Intuit user is different from a QuickBooks user. An Intuit user is there to update billing, Intuit Data Protect (IDP), etc. Whereas a QuickBooks user is the person who signs in to the company file. 

• CAMPS Website

• View, manage or update your Intuit account in CAMPs

• Add, edit, and remove an authorized user in My Account (CAMPS)

I'm including a few links below that cover the install process and explains more about users in QuickBooks Desktop that you may find beneficial. 

• QuickBooks Desktop Users and Restrictions

• Add a user license to your QuickBooks software

• Install QuickBooks Desktop

That should do it. Let me know if you have additional questions or concerns. I want to be sure that you fully understand the process. I'll be here every step of the way. Have a wonderful weekend, and feel free to reach out to the Community at any time! 

Thank you for your quick reply. Just two more questions to clarify ...

1) it seems that it may be enough to purchase QB desktop pro 1 user for 349.00, since the 2 users will work in different companies. I just wasn't sure if we would be able to at least download "QB desktop pro 1 user" ($349.00) on 3 computers?

So I guess user 1 can download it on desktop and laptop and upload/import his companies to QB (we have QB company files from an older QB version) and user 2 downloads it to his desktop and then imports his company file.

2) as far as the credentials, I guess I was in fact wondering about users working in QB company files, not Intuit users.

So with the intended setup explained in the original post, will "QB desktop pro 1 user" (1 license) ($349.00) work?

We would have bought 1 license but have 2 users wanting to install on a total of 3 computers and working in different company files. Even though they will never work in the same company file, they might be logged into QB and work in QB at the same time of day. Is that possible?

Thanks again.

Allow me to jump in on this thread, manrat.

As mentioned, yes, you can install one license to three different computers. However, each user can only use the program one at a time. To access and use the company file on different computers at the same time, you'll have to purchase three licenses and switch to multi-user mode. Please refer to this article to learn how: Set up and Install a Multi-user Network.

For your second question, you can access your company files from other computers once you're in a multi-user environment. However, working on different files at the same time isn't possible. Since the multi-user network has one computer that hosts your company files, you can only access the same file at the same time.

Additionally, to see the features offered in QuickBooks Desktop Pro, please check our plans and pricing.

You can also compare the tasks that can be performed in single or multi-user mode by checking this article: Features Available in QuickBooks.

If you have other concerns or questions about multi-user access, I encourage letting us know.

Quote: 

“As mentioned, yes, you can install one license to three different computers. However, each user can only use the program one at a time. To access and use the company file on different computers at the same time, you'll have to purchase three licenses and switch to multi-user mode.”

So even if those 2 users happen to sit in two different rooms at the same time of the day,  but on different computers and want to access -different- company files, that is not possible at the same time? 

I understand that they cannot work on the same company file at the same time, but it is not possible for them to be on different computers and work on different files?

I appreciate you for the quick response, @manrat.

You'll want to make sure that the Multi-user mode is turned on, so the two users can access different company files on another computer even if there aren't in the same place.

By using the Multi-user network, one computer hosts your company files. This is your server computer. All other computers connected to your network that don't host your company files are called workstations and that could be the two users.

In case you want to set this up, you can follow the steps below:

1. Download and then install QuickBooks Desktop on your server computer.
2. Select Custom and Network install for the install type.
3. Select I'll be using QuickBooks Desktop on this computer, AND I'll be storing... if you want the full version of QuickBooks Desktop on your server computer. Or if you just want your server computer to host your files, select I will NOT be using QuickBooks Desktop on this computer...
4. Follow the on-screen instructions to finish the install.

Also, I'd suggest keeping your company files on your server computer's local hard drive. This makes it easier to share them over your network.

Then follow the next steps in this article: Set up and install a multi-user network for QuickBooks Desktop.

That should take care of it. I'm also leaving you some articles about hosting for additional reference: 

• Features available and tasks you can perform in single or multi-user mode
• Host your company data file in multi-user mode

Please keep me posted if you have any other concerns about this process. I want to make sure everything is taken care of for you. You can reach out to the Community at any time. Take care, and have a great day!

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@manrat wrote:

So even if those 2 users happen to sit in two different rooms at the same time of the day,  but on different computers and want to access -different- company files, that is not possible at the same time? 

I understand that they cannot work on the same company file at the same time, but it is not possible for them to be on different computers and work on different files?

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@manrat 

Intuit server will connect your machines from time to time to verify your license. It will depend on your scenario at your office. e.g Should you need 2 persons opening 3 QuickBooks files on 3 machines at the same time, you have to purchase QBD Pro for 3 users. To save your cost, you may purchase thee license thru a partner with current discounted price.

QBD 2021 Pro 1 user worth < $300

QBD 2021 Pro 2 users worth < $550 

QBD 2021 Pro 3 users worth < $700 

This thread has confused me.  According to the license at the link below, one can install QB Desktop purchased with a single-user license on two computers for use by one person (3.1.2).  With a multi-user license, one can install the product on as many computers as user licenses, and it can be used by that many people (not that many people simultaneous, simply that many people) (3.1.3).

So, it does not seem to me that you can install a single-user QB license on as many computers as you want, or that you can have an unlimited number of users use it so long as the number simultaneously using the product does not exceed the number of user licenses.

To answer the original question, two single-user licenses would be required.

If I am wrong, can someone point me to the authority indicating so?

https://quickbooks.intuit.com/software-licenses/qb2021_and_intuit_payroll_services_eula/

Hello there, stevebr.

The single user can be installed on other computers, but cannot be used simultaneously. In short, it can't networked. Multi-user on the other hand can be installed on another device and all can use at the same time.

Here are a few articles that will help you in handling your subscriptions and licenses: 

• Features available and tasks you can perform in single or multi-user mode
• Add a user license to your QuickBooks software

Let me know if you have other questions. Take care and have a great day!

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@Fiat Lux - ASIA wrote:

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@manrat wrote:

So even if those 2 users happen to sit in two different rooms at the same time of the day,  but on different computers and want to access -different- company files, that is not possible at the same time? 

I understand that they cannot work on the same company file at the same time, but it is not possible for them to be on different computers and work on different files?

---

 

@manrat 

Intuit server will connect your machines from time to time to verify your license. It will depend on your scenario at your office. e.g Should you need 2 persons opening 3 QuickBooks files on 3 machines at the same time, you have to purchase QBD Pro for 3 users. To save your cost, you may purchase thee license thru a partner with current discounted price.

QBD 2021 Pro 1 user worth < $300

QBD 2021 Pro 2 users worth < $550 

QBD 2021 Pro 3 users worth < $700 

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It is the EULA that restricts one to supposedly only one extra install on a second device and that limits you to using only one device at a time even if accessing two different company files. The EULA is somewhat vague when refering to an individual and their license but in theory if a license is in the name of one individual they cannot legally allow their employee or even spouse to use the licensee computer to run QB. Impractical for sure. And that is where muliple, not multi, users come into play. On a single install the admin can add users who would log in one at a time on a shared single computer, just like having different users loggingn n to windows. No additional license or install as it is physically impossible for more than one user to log in at a time.

@manrat asked about sharing the license among different users on different machines accessing unrelated companies. Clearly not allowed but @JoesemM semed to give the green light to this and appears to be backed up by @Catherine_B while they go off on a tangent regarding multi user when there is no multi user. They are 

Yeah, I'm still confused.  I believe we may be confusing the right to install and use the software vs. the right to open a file in multi-user mode.  My comments above related to the right to install and use the software.  Am I correct in asserting that, if I buy one single-user license, I can install the software on up to two computers but only for one person's use?  If I buy two single-user licenses, I can install the software on up to four computers (two for each license) but only for the use of two persons?

4.1.1 of the EULA seems to state that, no matter how many licenses I have of Pro on a local area network, I can only run three of them at a time, even if they are accessing separate company files.  4.1.2 seems to state that, with Pro, up to three licenses can access a single file in multi-user mode.

Again, this seems to contradict what I understand you to be saying, but perhaps we are talking past each other.

Let me share some information to help ease your confusion, @stevebr.

Yes, you're correct in your assertions. When using QuickBooks, we follow a simple rule of thumb: 

1 License Seat = 1 User

This simply means that if you purchased a 1-user license for QuickBooks Desktop, you can install it to 1 primary computer, and 1 additional computer (e.g., a laptop or home computer that you own and use in your business) for use by that same specific person. 

Feel free to click the Reply button below if you have other questions or concerns. I'm always here to help.

However, from what I now understand, by downloading the same license on two different computers operated by the same user, the information that is input at one location (ie. work computer) will not update on the other computer (ie. home computer) without re-entering it manually.  Is this correct?

Thanks.

Hi, I am not sure if my last reply posted because I was not logged in, so I will write it again.  

From what I now understand, even though you can download the desktop version using the same license on two computers (ie. work computer and home computer), that does not mean the information you input in one location (ie. work) will be viewable when you open the account at the other location (ie. home computer).  Is this correct??

Thanks.

@KindAndCustom 

You are allowed to install a license for 1 user on 2 different machines as long as they are not running at the same time. You have to copy your company file between 2 machines manually. As another option, utilize a remote desktop app. You don't need to migrate the file again.

https://my.splashtop.com/splashtop_referral/AAHHq6GG344maw

CLARIFY - 

"ADDITIONAL LICENSES" - does that mean addl qb copies?  

I need 3 ppl to be able to use the same file at the same time.  I am unsure of the steps - I quickbooks copy on the 3 computers but then buy addl licenses?

What is the subscription for?  the users or the qb copy?

Hello there, 

If you purchased a 1-user license for QuickBooks Desktop, you can install it on 1 primary computer. If you need to install it on more than 2 or more computers, you need an additional license. You can purchase additional licenses if you need more users to simultaneously access a QuickBooks Desktop company file. Depending on the number of user licenses you have, QuickBooks Desktop Premier allows up to 5 users and Pro allows up to 3 users to work in a company file at the same time. If you need more than 5 users, QuickBooks Desktop allows up to 30 users working on a company file at the same time. 

To find out how many user licenses you have, you can follow these steps:

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

If you need to add another license, you can go to Help then select Manage My License and Buy Additional User License. If the option isn't available, your QuickBooks may already be at the maximum users allowed. Feel free to use the articles about hosting for additional reference: 

• Features available and tasks you can perform in single or multi-user mode
• Host your company data file in multi-user mode

Let me know if you have other questions about handling your company file. Take care!

@hoppyndino 

Make sure to purchase a one time license for 3 users, not 3 licenses for 1 user.

Will a 2-user, 1 license purchase work for the following situation:

I would like to buy QB for my bookkeeper to install, and have an installation available for me. We will not be networked on a shared server, cloud service, etc. No real-time sync. The bookkeeper works within the file regularly and will drop me a backup file weekly to import on my computer, to run my own reports, analyses, etc.

If this works, are there any specific instructions when installing?

Welcome to the Community, @djhenley. I'm here to provide some insights as to how a 2-user, 1 license QuickBooks Desktop (QBDT) based on your situation.

To confirm, yes, a 2-user, 1 license QBDT purchase will work on your situation. You can install QuickBooks Desktop (QBDT) as it is (no need for multi-user network) on both yours and your bookkeeper's device. This is because you'll not be networked on a shared server, cloud service, and no real-time sync. Then, your company file will be imported manually.

For the step-by-step guide, you can check out this article: Install QuickBooks Desktop.

Also, I'm adding this article to further guide you in managing your business's growth using QBDT: QuickBooks Help Articles. It includes topics about account management, banking, and expenses, to name a few. You can also explore video tutorials to help you learn your way around the program.

Let me know in the comments if you have other concerns about QBDT installation. I'll gladly help. Take care, and have a wonderful weekend, @djhenley.

@djhenley 

You can purchase a one time license QB Desktop 2021 Pro or Premier for 2 users (or 2020 version at the lower price if required). You can setup a simple private cloud solution later if you need to work in multiuser mode.

Hello, I am have installed QB 2021 desktop Pro, and a second laptop that I use for my business. When I open the program, and start the process of setting up the company, I keep getting a message that says I need to update my QB 2021 version, but nothing happens after that, as in it doesn't give me any other options. Why do I need to update my 2021 software, in the computer that I just installed the program on, and I never get that message with in initial computer?

@Dianamicinc 

Maybe you are using an older version of the installer for the second computer. Open any QB file on both computers, press f2 key and compare the Release versions.

I can share some information about updating QuickBooks Desktop, @Dianamicinc.

Updating your QuickBooks Desktop (QBDT) 2021to the latest release will let you have the latest features and product improvements. Your first computer must have been set to update manually. 

You can update manually by going to the Help menu. Once you're done, you can set it up the computer to automatically download updates when they're available.

Here's how to update manually:

1. Go to the Help menu and choose Update QuickBooks Desktop.
2. Click the Update Now button and then select Get Updates.
3. Once done, close and reopen QBDT.
4. When asked to install the update, click on Yes.

Restart your computer for the changes to take effect. For more information on how to check if you have the latest release and on how to set up auto-updates, check out this article: Update QuickBooks Desktop to the latest release. That will also guide you on resolving errors you'll possibly encounter.

Here's also how to update your tax table to to stay compliant with paycheck calculations in QuickBooks Desktop Payroll: Get the latest payroll tax table update. 

I'm always here if you need further help or questions about updating QBDT. Take care, and have a great rest of the day!