To set up multi-user mode in QuickBooks Enterprise, install the same version of Enterprise on the server and every workstation, install the Database Server Manager on the computer that stores the company file, and share the company folder with full permissions. Then scan the folder in the Database Server Manager, allow QuickBooks through the firewall, turn on hosting on the server only, and open the file from each workstation. Finally, switch to multi-user mode with File > Switch to Multi-user Mode and give every person their own user login. Enterprise supports up to 30 users on Silver, Gold, and Platinum, and 40 on Diamond.
Multi-user mode lets several people work in the same company file at the same time. One computer, the host, stores the file and runs the Database Server Manager. Other computers connect to it over the network.
Teams use it so that:
Sales, purchasing, accounting, and payroll staff can work simultaneously
Data stays in one central file instead of scattered copies
Permissions control what each person can see and do
Backups are easier because there is a single file to protect
For a full overview of the product, see How do I set up multi-user mode in QuickBooks Enterprise? and the wider QuickBooks Enterprise guide.
Requirements Checklist
Same version everywhere. The server and all workstations must run the same release and year. If they don’t, update QuickBooks Desktop on every computer first.
An active subscription. If your license has expired, resolve it before setup. See what to do when your QuickBooks Subscription Has Lapsed.
A supported operating system. Use 64-bit Windows on workstations and a supported Windows or Windows Server version on the host.
Enough RAM on the host. Roughly 8 GB for up to 5 users, 12 GB for 10, 16 GB for 15, and 20 GB or more for 20+ users.
A stable network. Use wired Ethernet when you can, and give the host a static or reserved IP address.
A recent backup of the company file.
Admin access to Windows and to the QuickBooks company file.
If you are still choosing a version, you can download QuickBooks Desktop 2024 from the official link, or follow the steps to upgrade QuickBooks Pro or Premier to Desktop Enterprise before you continue.
Step 1: Install Enterprise on the Host Computer
Run the installer on the computer that will store the company file. Choose Custom and Network Options, then select the option to store the company file on this computer so it can be shared over the network. This installs the Database Server Manager.
Step 2: Create and Share the Company Folder
Create a folder on the host, such as C:\QBdata.
Right-click it and open Properties > Sharing > Advanced Sharing.
Share the folder and click Permissions.
Give your QuickBooks users Full Control.
On the Security tab, confirm the same users have Full Control.
Keep the folder on a local drive of the host, not on a mapped cloud or sync folder.
Step 3: Copy the Company File
Back up the file first. Then copy the .QBW file into the shared folder. You don’t need to copy the .ND or .TLG files, because QuickBooks recreates them.
Step 4: Scan the Folder in the Database Server Manager
Open QuickBooks Database Server Manager from the Windows Start menu.
On the Scan Folders tab, click Browse and choose the company folder.
Click Start Scan.
Confirm that your company file appears in the list.
Scan again whenever you add or move company files.
Step 4a: Set the Service to Start Automatically
Open Services in Windows, find the QuickBooksDB service for your version, and set Startup type to Automatic. This keeps the file available after restarts.
Step 5: Configure the Firewall
Allow QuickBooks and the Database Server Manager through Windows Firewall, and through any third-party security software. You can use QuickBooks Tool Hub > Network Issues > QuickBooks Database Server Manager to check and fix firewall settings.
Step 6: Turn On Hosting on the Host Only
Open QuickBooks on the host and go to File > Utilities.
If you see Host Multi-User Access, click it.
Confirm you are asked to close and reopen the file. Click Yes.
Only the host should host the file. On every workstation, the menu should read Stop Hosting Multi-User Access. If a workstation shows Host Multi-User Access, hosting is off there, which is correct.
Step 7: Install Enterprise on Each Workstation
On each workstation:
Run the same version installer.
Choose Custom and Network Options.
Select the option to use QuickBooks on this computer without storing company files there.
Complete the installation.
Step 8: Open the Company File From a Workstation
Open QuickBooks and go to File > Open or Restore Company.
Choose Open a company file and click Next.
Browse to the network path of the shared folder, such as \ServerName\QBdata.
Select the file and click Open.
Sign in with your own user account.
Step 9: Switch to Multi-User Mode
Go to File > Switch to Multi-user Mode. If you see Switch to Single-user Mode instead, you are already in multi-user mode. Repeat on each workstation.
Step 10: Set Up Users and Roles
Sign in as the Admin in single-user mode.
Go to Company > Users > Set Up Users and Roles.
Review the Role List and create roles that match job duties.
Add each person under User List with their own login.
Restrict access to sensitive areas such as payroll, bank accounts, and report customization.
Never share the Admin login among staff.
Item
Host Computer
Workstation
Installer option
Store company file here
Do not store company files here
Database Server Manager
Installed and running
Not needed
Hosting setting
On
Off
Company file
Stored in a shared folder
Opened over the network
Firewall exceptions
Required
Required
Version
Must match
Must match
Open the file on the host and one workstation at the same time.
Check that both users can sign in without a “file in use” message.
Go to File > Open or Restore Company to confirm the path.
Open Company > Users > View Current Users to see who is signed in.
Create a test transaction on one computer and check that the other user can view it.
Problem
Likely Cause
Fix
“Switch to Multi-user Mode” is missing
Hosting is off on the host, or the file is open in single-user mode
Turn on hosting on the host and reopen the file
Workstation can’t find the file
Firewall or sharing blocked
Add firewall exceptions and check folder sharing
“Multi-user access is blocked”
Hosting is on at a workstation
Turn hosting off on every workstation
Error 6000 series when opening
Damaged .ND or .TLG files, or permissions
Rename the .ND and .TLG files and check folder rights
Database Server Manager can’t see the file
Folder not scanned
Add the folder and rescan
Works after a restart, then fails
Service not automatic
Set the QuickBooksDB service to Automatic
Version mismatch error
Different releases installed
Update all computers to the same release
Slow in multi-user mode
Wi-Fi, weak host, or large file
Use wired Ethernet, add RAM, run Verify and Rebuild
Cannot sign in on a workstation
User not created or role too limited
Set up the user under Users and Roles
If an issue started after an update, confirm all computers received the same update. Follow the steps in the guide to update QuickBooks Desktop on each one.
Hosting from more than one computer. Only the host should have hosting on.
Storing the file on a cloud sync folder. It can corrupt data.
Running different versions on the host and workstations.
Sharing the Admin login. Use individual logins.
Using Wi-Fi for heavy users. Wired connections are more stable.
Skipping the folder rescan after moving files.
Turning off the firewall completely. Add exceptions instead.
Forgetting backups before changing settings.
Back up daily to a separate drive or secure cloud location.
Run Verify Data regularly with File > Utilities > Verify Data.
Keep every computer on the same release and update them together.
Review user roles when staff change jobs or leave.
Use a static IP for the host.
Restrict physical and remote access to the host.
Monitor disk space because files and backups grow.
Test restores to confirm your backups work.
Multi-user setups involve licensing, Windows permissions, firewall rules, and the Database Server Manager, and one wrong setting can lock other users out of the file. For step-by-step guidance based on your network and setup, call 1-866-513-4656.
How do I set up multi-user mode in QuickBooks Enterprise?
Install Enterprise on the host and workstations, install the Database Server Manager on the host, share the company folder, scan it, set firewall exceptions, turn on hosting on the host only, open the file from each workstation, and switch to multi-user mode.
How many users can work in multi-user mode?
Up to 30 on Silver, Gold, and Platinum, and up to 40 on Diamond.
Do I need the Database Server Manager?
Yes. It hosts the company file so other computers can open it at the same time.
Which computer should host the company file?
A reliable computer or server with enough RAM and fast storage, ideally on a wired network and kept on during working hours.
Why can’t I switch to multi-user mode?
Hosting may be off on the host, hosting may be on at a workstation, or the file may be open in another mode. Check each computer’s hosting setting.
Do all computers need the same QuickBooks version?
Yes. Mismatched versions cause errors and can prevent the file from opening.
Can I use multi-user mode with an expired subscription?
Access can be limited when a subscription lapses, so renew first. See the guide on what to do when your QuickBooks Subscription Has Lapsed.
Can I use multi-user mode if I upgrade from Pro or Premier?
Yes. After you upgrade QuickBooks Pro or Premier to Desktop Enterprise, follow the same setup steps.
Multi-user mode needs a host computer, the Database Server Manager, and a shared company folder.
Turn on hosting on the host only, and keep workstations on the same version.
Set firewall exceptions and give every person an individual login.
Use a wired network and enough host RAM for stable performance.
Back up regularly and verify the file to prevent data problems.
Keep every computer current, with matching releases and an active subscription.
Disclaimer: This article is for general informational purposes. QuickBooks menus, installer options, and services vary by release, so verify steps with Intuit’s official documentation. QuickBooks is a trademark of Intuit Inc.