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Multiuser: One company file, multiple users

Running QuickBooks in multiuser mode allows more than one user to access your file at the same time from different computers.

Why would I want to do that? Well, you may have an employee who does basic tasks like sending out invoices and keeping customer information up-to-date while you take care of the larger tasks like payroll and paying vendors. In single user mode, you have to stop working in your company file so your employee can work in it. This can be inconvenient and slow you down. In multiuser mode you both can work in your company file at the same time.

Little SquareBefore you get started with multiuser, take a look at the Multiuser page on Little Square for articles and videos about using multiuser mode, including a multiuser checklist.


Step One: Buy and install additional user seats

To use your company file in multiuser mode, you must add users to your license. So if you want to have three people working in your company file, you need a 3-user license. If you've already purchased a copy of QuickBooks with more than one user license, go to Step Two: Install QuickBooks Server.

Note: If you already have more than one registered copies of QuickBooks, you don't have to buy more additional user seats. You can use any registered copy of QuickBooks to access the company file in multiuser mode.

To buy additional users:

  1. Choose QuickBooks > Manage License > Buy Additional Licenses.
  2. Follow the directions on the screen to buy your additional licenses.
  3. Choose QuickBooks > Manage Licenses > Sync License. (You must be connected to the Internet.)
  4. Install QuickBooks on each computer you want to use to work on your company file.
Step Two: Install QuickBooks Server

QuickBooks Server shares your company file on your network with other computers you set up to run Quickbooks on your network in Step One. You should install QuickBooks Server on the same computer where you want to store your company file. When QuickBooks Server is running, other QuickBooks users on your network will be able to open the shared company file. More about QuickBooks Server...

Note: Be sure to check out the Multiuser Checklist article for tips on picking a computer to use for QuickBooks Server.

Step Three: Create user accounts

Everyone using the company file must have a user name and password.

  1. Choose QuickBooks > Preferences and then “Users and Passwords" or choose Company > Users and Passwords.
  2. Create an administrative user.
  3. Create a user account for each user who will be working with the company file in multiuser mode.

Note: Creating user accounts is not the same as adding users to your license. A user account creates a username and password so a user can log into a company file. Adding a user allows another user to run another copy QuickBooks with your license in multiuser mode. Find out more about the difference between user accounts and user seats.

Step Four: Start multiuser mode

On the computer with QuickBooks Server:

  1. Open your company file in QuickBooks like you would normally.
  2. Log in as the administrator. (You must be an administrator to start multiuser mode.)
  3. Choose File > Enable Multiuser Mode.

QuickBooks Server will start automatically. When other users open QuickBooks on their computers, they can open the company file. It will be listed under Shared Files on the No Company Open window.


Get more information on multiuser mode:

And don't forget to check Little Square, the QuickBooks for Mac Community, and the Support site for more about multiuser.