You might be in a situation where your business would have three people (owner, office manager and payroll clerk) who need to access the same QuickBooks file simultaneously. One license is used by the business owner to run reports, while the other one is used by the office manager to enter sales reports and receipts, and the payroll clerk uses a third license to run payroll and print checks. If you take this situation into consideration, here, three users are using QuickBooks, thus, a 3 User product will be best suited to your business needs. This will vary depending on the number of users who want to access the company file.

What Are The Benefits Of Using QuickBooks Multi-User?

Here, we have listed few advantages that you can avail with the multi-user mode feature in QuickBooks:

• Multi-user access enables increased productivity and efficiency.

• All users have simultaneous access to your most up-to-date company file, ensuring accurate and efficient collaboration.

• You can also stay in control and keep your data protected: limit employee access by allowing different levels of user permission within your company's file

How Many Users Can Access QuickBooks Company Files?

The maximum number of simultaneous users for the QuickBooks Pro version is three and for Premier Edition is five. A server does not count as a user if no one works on QuickBooks on the server itself. You might be wondering how multiple users can work on QuickBooks simultaneously? Well, here’s how:

With the multi-user mode feature in QuickBooks Pro and Premier, multiple users can collaborate on the same company file at the same time. For this, all users must be networked and must each have their own QuickBooks license. There’s no doubt that multi-user mode enhances collaboration and productivity. It improves accuracy because all users are working on the most up-to-date data. Additionally, it ensures that your data is protected because individual user access levels can be set. However, there might be certain instances where you would get stuck with QuickBooks multi-user mode not working. In that case, you can try to enable multi-user mode. For that, 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, then you must try your hands on the features of QuickBooks Enterprise. H

When Is An Additional License Required In QuickBooks?

The standard license agreement requires separate QuickBooks licenses for each person that accesses the QuickBooks accounting application. However, if you have both a laptop and desktop PC, and you're the only person using QuickBooks, then, in that case, you only need one license. However, you need to get additional licenses when additional people need to use QuickBooks on their computers. You might be having certain queries regarding the QuickBooks license. Below we have tried to answer the majority of such queries.

1. In Which Situations Businesses Need To Buy Additional Licenses?

The most common scenario is when multiple users in the business need 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 sale orders and receipts. Accordingly, the business needs two licenses.

2. Is an additional license required if I print out reports for another 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.

3. Can I run QuickBooks at multiple places on a single-user license or do I need to purchase separate licenses for both computers?

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. There might be a situation where you wouldn't be able to switch to multi-user mode or may end up with QuickBooks multi-user mode not working. In that case, you need to enable this feature by following certain steps. 

4. 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 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 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". 

5. 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.

Also read: QuickBooks Error 40001

Wrapping It Up!

We hope the above provided information would have helped you understand the various aspects that are associated with the QuickBooks multi-user mode feature. However, if you ever come across issues like QuickBooks multi-user mode not working, then in that case, we would suggest you to get in touch with our experts by giving us a call on our Helpline Number +1-(855)-955-1942.