Multiple Users: Flexible options for using QuickBooks

Q: How can more than one person work on QuickBooks at the same time?
The multi-user mode1 in QuickBooks Pro and Premier allows multiple users to collaborate on the same company file at the same time. All users must be networked and must each have their own QuickBooks license.

Multi-user mode enables more than one person to work on a company file at the same time increasing collaboration and productivity. It improves accuracy because all users are working on the most up-to-date data.Additionally, it ensures data stays protected because individual user access levels can be set. To enable multi-user mode, go to the File menu in QuickBooks and choose "Multi-User Mode".
If you need 5 or more users accessing QuickBooks at the same time, please see our QuickBooks Online Edition or QuickBooks Enterprise Solutions products, or call us at 1-866-676-9668.

Q: When do I need an additional license?
Our standard license agreement requires separate QuickBooks licenses for each person who uses QuickBooks software. However, if you have both a laptop and desktop PC, and you're the only person using QuickBooks, you only need one license. You need to get additional licenses when additional people need to use QuickBooks on their computers. Complete details on our license agreement.

Q: What are some common situations in which businesses need to buy additional licenses?
The most common scenario is when more than one person in the business needs to use QuickBooks, even if only for certain specific tasks. For example, a business owner may want to have a copy of QuickBooks solely for running reports, doing payroll, and printing checks, but his office manager needs to use QuickBooks to enter sales orders and receipts. Accordingly, the business needs two licenses.

Q: What if I print out reports from my QuickBooks software for another person? Would I need to get an additional license for this person?
If another person is solely reviewing printed reports that you generate yourself in QuickBooks, then they don't need to get their own QuickBooks license. However, if they install and/or use QuickBooks, then they will need a separate license.

Q: Can I run QuickBooks both at the office and at home on a single-user license or do I need to purchase separate licenses for both computers? If so, how do I do that?
Under the single-user license, you may install QuickBooks software on one computer for access and use by only one specific person; and, install the software on one additional portable computer so long as only the same specific person accesses and uses the software.

Q: How do I purchase additional licenses outside of what is available on the site?
You can configure your QuickBooks to suit however many users you need. If you have more than 3 users of Pro or Premier, we recommend that you call 1-866-379-6635 and order from one of our sales consultants. They will ensure that you are set up with the proper number of licenses and that you receive receive a discount for purchasing additional QuickBooks user licenses.

If you already have a copy of QuickBooks, you can also add additional licenses from within the product. To do so, go to the Help menu, click on "Manage My License" to purchase additional licenses. You will see a web page that allows you to select "Purchase additional licenses via phone" or "Purchase additional licenses via web". If you choose to purchase additional licenses by phone, you will be given a phone number to call and a representative can assist you in purchasing an additional license. If you choose to purchase additional seats over the Internet, you will be directed to the in-product e-Store to make your additional purchases.

Q: Is there a discount if I purchase an additional user or license?
Yes, you will save 10% off a single-user copy of Pro or Premier when you purchase an additional license. Currently, you cannot receive the discount by ordering from the Web site. To receive this discount, you need to order through one of our sales consultants by calling 1-866-379-6635.

Or, if you already have a copy of QuickBooks 2010, you can purchase additional licenses from within the product. Learn how to purchase additional licenses.

Q: Can I run multiple companies from one copy of QuickBooks?
Yes. You can run as many companies as you want from one copy of QuickBooks. Of course, you'll still need a separate license for each user of QuickBooks if you have multiple users.

Q: What is the maximum number of simultaneous users for a QuickBooks company file?
QuickBooks can accommodate up to 30 simultaneous users.1 You can directly convert data from Quicken and Quicken Home and Business Editions '98 through 2010 (older editions require some additional steps). QuickBooks provides detailed step-by-step instructions for the entire conversion process.2 QuickBooks Pro and Premier Editions are best suited for businesses with 1-4 users. (Note that one license is required for each user. A server does not count as a user if no one works on QuickBooks on the server itself). If your business has 5 or more users, please call us at 1-866-379-6635.

Q: Can I install a copy of QuickBooks on my network server? Do I need an additional license?
You do not need a separate license if you install QuickBooks on a server for other users to access, but no one directly uses QuickBooks on that server. By choosing the Server Installation during the Installation Interview, QuickBooks will install a version that is appropriate for server access but not for regular QuickBooks use.

If you install QuickBooks on your server, you still must have a license for every user of the program. Only certain configurations involving shared company data files are allowed.

Q: What if I have more questions about multiple users?
You can access additional help on multiple users in several different places:
  • During the QuickBooks installation process
  • In the materials included with your QuickBooks software
  • On our support Web-site

Q: When should I consider QuickBooks Online Edition?
QuickBooks Online Edition is ideal if you would like to access your books from home, the office, or on the road—any place with an Internet connection. It also provides the flexibility for up to 25 people to work on your books at one time. You can also control what they see and how much they can do. Learn more about Online Edition.

Q: When should I consider QuickBooks Enterprise Solutions?
Move up to QuickBooks Enterprise Solutions when you're at the point where you need to handle larger amounts of data (resulting from having more customers, vendors, inventory, and transaction volume) and multiple users with ease. With Enterprise Solutions, you get twice the list capacity of QuickBooks Pro and Premier Editions, and you can scale up to 30 simultaneous users with 200 percent faster performance.1 The software also offers in-depth security features with different levels of access to more than 120 individual reports. And it includes 13 predefined user roles to make new user set-up fast and easy. Learn more about Enterprise Solutions.