Users in different locations for Desktop Pro

Hi there, @fousel13.

Yes, another person or user can access your books on a different computer. I'm here to guide you with the detailed process.

First, you need to have at least two user licenses to enable the multi-user feature. The multi-user mode in QuickBooks Desktop (QBDT) allows multiple users to install and use the same company file at the same time over a server network.

I'm adding this link for the instructions on how to set up a multi-user network so computers on your network can access your company files: Set up and install a multi-user network for QuickBooks Desktop.

And, here are the steps that will help you install QBDT on the second or another computer:

1. Download the software through this link: Download QuickBooks Desktop.
2. Complete the download information and click Search.
3. Tap on the Download button.
4. Once the download is complete, the installation will automatically start. If it doesn't, double-click the installer file to proceed.
5. Select Yes to All, then hit Next.
6. Mark the Software License Agreement then click Next.
7. Enter the License and Product numbers, then hit Next.
8. Pick the type of installation you want.
9. Choose where you want to save QuickBooks.
10. Pick a new install location or select Next to install to the default directory.
11. Tap on Install.

You may also open these links for more details:

• Download QuickBooks Desktop
• Install QuickBooks Desktop

For more tips about hosting company files over your network, you can also review these articles:

• Hosting your company data in multi-user mode in QuickBooks Desktop
• What hosting providers are authorized by Intuit?
• What is Right Networks hosting?

If you have any other follow-up questions, let me know by adding a comment below. I'm more than happy to help. Keep safe!

@fousel13 

How many user license do you have? QB Desktop Pro for 1 user or 2 users?

I have one - I am assuming I will need 2. 

So I can somehow create a network for computers that are in different locations?

@fousel13 

You have to purchase an additional seat for your license and enable the multiuser feature. Don't purchase a new license. Then you may consider deploying a private cloud and assign your computer as the host. Other user will access your company file in multiuser mode by internet connection. It costs $25 / month / access and you can cancel the subscription anytime. Contact us in private if you need help to deploy it.

https://myquickcloud.com/partners/affiliate-program/onboarding/?pc=fiatlux

What is the additional seat?

@fousel13 

If you are using a QB Desktop 2021 license for 1 user, you can purchase an additional seat and your current license will be for 2 users.

Hi so our Company info says we have 2 seats, but 'users allowed' is only one? How do we get to use two users at the same time in different locations while the file stays current/correct simultaneously? Thanks~

Hello there, @shirlkaz1. Welcome to the Community.

Let's access QuickBooks Desktop (QBDT) remotely from a host or server computer, so you get to use two users at the same time in different locations accordingly.

You need to map the server or host computer as a network drive to work in QBDT from a different computer other than your server. Then, set up computers that'll access the files for multi-user mode and set the folder where the company file is stored.

When you're done, install the QuickBooks Database Manager on your remote computer to configure the QuickBooks Server for multi-user access. Here's how:

1. Download & Install QuickBooks Desktop on the main computer.
2. From the QuickBooks File menu, select Switch to Multi-user Mode.
3. Select Yes in the Multi-user hosting setup required window.
4. Note: QuickBooks Desktop installs and runs QBDBMgrN.exe as a background service. This service must be running on the computer storing the company file even if QuickBooks Desktop is not open.
5. Select OK on the Multi-user setup information window.
6. Add the necessary users by going to Company, selecting Users then Set up Users and Roles, and selecting New.

After that, turn Network Discovery on and Password Protected Sharing off (optional), and then locate or open your company file. For the step-by-step guide, please see this article: Open a company file on a remote computer.

Also, you may want to check out this article as your reference in case you need more details about hosting and multi-user mode in QBDT: Hosting your company data in multi-user mode in QuickBooks Desktop.

If you have any other follow-up questions about the multi-user network in QBDT, let me know by adding a comment below. I'm more than happy to help. Keep safe, @shirlkaz1.

@shirlkaz1 

You need a 3rd party solution to do so. Explore the trial version if required.

https://app.myquickcloud.com/#/register?pc=fiatlux

Contact me in private if you need help to setup.

Please clarify. 

My boss is in FL and I am in AL. I can access their quickbook desktop? Would you please give a detailed step by step for how to set that up?

Thanks for joining us here, jacbooks23.

You have the option to install and run QuickBooks Desktop on a cloud server. This will allow you to securely access to the application from any location on any device, providing flexibility and ease of use.

As you are in a different location, you can opt for an accredited hosting provider authorized by Intuit. Here are the links and articles to guide you through the process:

• https://quickbooks.intuit.com/desktop/enterprise/hosting/
• Hosting Providers Authorized by Intuit

The Community is always here if you need anything else. 

@jacbooks23 

Do you both need to access company file at the same time or alternately?

How many user license do you have?

Hi! We only have one License# but 2 'seats', whatever that means. Really appreciate the answers/replies however, they're still a bit over my head/pay grade

Hi yes two different locations/homes, both at the same time and/or alternately. We have one License# but 2 seats. Whatever that means. 

@shirlkaz1 

Have you checked the 3rd party solution as I mentioned earlier? Contact me in private for any specific questions.

Welcome back, shirlkaz1!

Thank you for telling us how many seats and license numbers you have. Let me continue to help.

It's better to contact Fiat Lux - ASIA about its suggested hosting solution. In this way, you will know if the offered services are suitable for your business. You can also consider other hosting providers Authorized by Intuit, so you can compare services and prices.

You may no longer need the seat licenses since the QuickBooks company will only be accessed using the provider's portal. When you use a get hosting service, be sure to know the following:

• How they store your data.
• How can you access your data?
• In case there's an error in QuickBooks, who would you contact? Should we (Intuit) provide the solution and let the hosting provider follow it? Remember that your QuickBooks is installed on their server. Therefore, there's an issue like errors, how are they going to troubleshoot it?

Let me know if you have any other concerns about letting giving access to multiple users in different locations.