QuickBooks Desktop Multiple Users Different Locations | A Guide

Last Updated on December 16, 2025

To use QuickBooks Desktop multiple users different locations, you need to host your company file on a dedicated server computer and use a VPN or Remote Desktop for users to connect to the server system. This would help in enabling the multi-user mode over the internet for simultaneous and real-time access, rather than sending backups back and forth. To do so, you would have to set up your main machine to host the file, share the folder, and have other users connect via the server’s IP or a remote session. In this blog, we’ll cover how multiple users can use QuickBooks Desktop from different locations.

Are you having trouble hosting your QuickBooks Desktop company file over a shared network? Feel free to contact our Accounting Helpline’s experts at 1.855.738.2784 today to resolve your problem at a moment’s notice!

How Can You Use QuickBooks Multiple Users Different Locations

You can use QuickBooks Desktop with multiple users across different locations in various ways. The cheapest option is to use a remote desktop; however, it won’t let multiple people access the company file at the same time. You can also do that by using multi-user mode in the QB Desktop application; however, you would need a license for each person accessing the QB company file simultaneously. The same goes for deploying the QB Desktop app on a cloud server. So, let us now see how you can set up multi-user mode in QuickBooks for people to access from different locations.

Host Your Company File in QuickBooks Desktop Via Multi-User Mode

Hosting in QuickBooks is when a computer that is storing the company file (the host) allows other PC’s or workstations to access it over a shared network. The QB Desktop app uses a service to manage the company file access:

1. QuickBooks 2024 uses QuickBooksDB34
2. QuickBooks 2023 uses QuickBooksDB33
3. QuickBooks 2022 uses QuickBooksDB32

You find this service in User Accounts under Users in the Control Panel of your PC. The QB Desktop app requires three conditions to be met before it allows access to the company files:

1. Windows File Permissions: The logged-in user must have the folder permissions set to Full Control. This includes the permissions to look at, open, and modify the file.
2. Database Server Mode: The database server should be able to successfully open the company file.
3. QuickBooks User Login: Each user must have a QuickBooks user login ID and password.

Now, let us discuss hosting modes in the next section.

Hosting Modes

The hosting mode is set for each computer and each version of QuickBooks Desktop. It is not set for QB Desktop installation or the company file. There are 3 hosting modes in total, so let us discuss them:

1. Not Hosting Mode:
   • The QB Database Manager runs as a normal process.
   • The non-hosting mode does not support multi-user mode. The not-hosting mode makes use of a shared memory to communicate with QB Desktop. In this mode, the only person who is running QB on the local computer can use the database server to access the company files.
2. Hosting Local Files Only Mode:
   • The QB Database Server Manager runs as a Windows service named QuickBooksDBXX (where XX is a number from 32 to 34 determined by the version of QuickBooks Desktop, as described under “Hosting defined,” above) and also as the Windows user QBDataServiceUserXX (where XX is the same 2-digit number from 32 to 34 that the Windows service uses).
   • The QuickBooksDBXX service runs continuously as long as the computer is on.
   • Multi-user mode is supported via TCP/IP to communicate with QuickBooks Desktop.
   • QB Desktop users on remote computers can access company files when a database server is running in Hosting Local Files only mode.
   • A computer in Hosting Local Files only mode can host only files located on that computer.
3. Hosting Local & Remote Files Mode:
   • The QB Database Server Manager would run as a normal process as the current Windows user. The process starts with you logging into Windows and stops with you logging out.
   • Hosting local and remote files is supported via TCP/IP to communicate with QuickBooks Desktop.
   • QBDT users on remote computers can access company files on this PC using a database server.
   • A local computer in this mode can host files stored on it and files located on remote computers that are opened on the local computer.

So these are ways in multi-user mode you can use QuickBooks Desktop Multiple Users Different Locations.

Use the QuickBooks Desktop Application on a cloud Server

You can use QB Desktop with multiple users in different locations by hosting the app on a cloud-based server with multiple licenses. This can be advantageous because you can grant select users access to data while maintaining control over sensitive information through customized user roles and permissions. This also helps you protect your sensitive data—and your business—with 256-bit AES encryption and multi-layered firewall protection. On most cloud servers, your data is automatically backed up daily to multiple locations. With cloud hosting, you get the power of QB Desktop with the flexibility of working in the cloud. That includes a reliable connection to the software you need to run your business, plus seamless data storage and backup.

Conclusion

You can use QuickBooks Desktop multiple users different locations by using the app in multi-user mode, on a remote desktop, or on a cloud server. This can let multiple people access your company file simultaneously. It can boost your workflow and have a positive impact on your business progress due to greater scalability. We have covered the benefits of different options you have to use QB Desktop in different locations with multiple users. If you are facing any trouble with hosting your QBDT app, feel free to contact our Accounting Helpline’s experts at 1.855.738.2784 today to resolve your issue in no time!

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Edward Martin

Edward Martin is a Technical Content Writer for our leading Accounting firm. He has over 10 years of experience in QuickBooks and Xero. He has also worked with Sage, FreshBooks, and many other software platforms. Edward’s passion for clarity, accuracy, and innovation is evident in his writing. He is well versed in how to simplify complex technical concepts and turn them into easy-to-understand content for our readers.