“Hey, this is Malcolm Lovelace. I’ve been using QuickBooks Desktop Enterprise 2024 to manage our business finances from the main office computer without much trouble. Recently, I needed to give remote access to a second PC so one of our team members could help out with bookkeeping from home.
I tried setting it up myself, but things quickly got complicated. The second PC kept getting errors like ‘Can’t locate the company file’ or ‘QuickBooks needs to be in multi-user mode.’ I wasn’t sure if it was a firewall issue, a problem with the Database Server Manager, or something else entirely. I did install QuickBooks on the second PC and tried using the same company file over the network, but it either wouldn’t open or said the file was already in use.
I’m now wondering—what’s the right way to securely grant access to a second computer in QuickBooks Desktop Enterprise 2024? Should I be using Remote Desktop, setting up a dedicated server, or adjusting file-sharing and hosting settings within QuickBooks? I want to make sure we’re not compromising our data or causing sync issues. What’s the fastest and safest way to get this resolved right now?”
Hi Malcolm Lovelace, you might see messages like “Can’t locate the company file,” “QuickBooks needs to be in multi-user mode,” or “The file is already in use” if QuickBooks Desktop Enterprise isn’t set up for shared or remote access.
In most cases, the fix is straightforward:
- Different locations? Skip the network tangle and connect through secure remote desktop software, such as TeamViewer or Splashtop, so the off-site user can work directly in QuickBooks without needing to move or sync files.
- Same office or VPN? Switch the host PC to multi-user mode, install QuickBooks Database Server Manager, and share the company file folder with full permissions.
You’ve already installed QuickBooks on the second PC and tried opening the shared file, so the remaining obstacles are likely network rules, hosting conflicts, or misconfigured permissions.
Note: QuickBooks Desktop has specific issues, while QuickBooks Online is cloud-based and requires no hosting or server. Team members can easily sign in from any device to collaborate in real-time.
Let’s walk through why this happens and how to apply the right method, depending on whether your team works from the same location or remotely.
Why Your Second Computer Can’t Access the QuickBooks Company File?
These are common setup issues when trying to enable access from a second computer:
| Error Message | Likely Cause |
|---|---|
| “Can’t locate the company file” | ▪ File path was not shared correctly ▪ Permissions not granted ▪ Firewall blocking access |
| “QuickBooks needs to be in multi-user mode” | ▪ Multi-user mode disabled ▪ The Database Server Manager is not running |
| “File already in use” | ▪ File opened in single-user mode ▪ Improper hosting settings |
How to Grant Access to Another Computer in QuickBooks Desktop Enterprise 2024?
Accessing a remote work-from-home computer over a basic network isn’t ideal without a VPN or remote server. You have two main options based on how frequently the remote user needs access:
Option 1: Use Remote Desktop Software (Recommended for Remote Work)
Best if your team member only needs access occasionally, and you want full control from your main office PC.
Why It Works for You
- Your data remains on the main office PC, minimising sync and corruption risks.
- Remote users can work in QuickBooks in real-time, just as if they were in the office.
- No need for file sharing, Database Server Manager, or VPN setup.
- Temporary access can be granted securely, with full control over session times.
- Compatible with any version of QuickBooks Desktop.
Setup Steps
- Step: Install a remote desktop tool on the main office PC:
- Splashtop
- TeamViewer
- AnyDesk
- Windows Remote Desktop (Pro editions only)
- Step: Enable multi-user mode in QuickBooks
- Go to File > Switch to Multi-user Mode
- Step: Share the remote access invitation or credentials with your team member.
The team member connects to the host PC to operate QuickBooks remotely, ending the session without transferring or sharing data externally.
Ideal For
- Bookkeepers or team members working from home
- Business owners who want temporary or occasional collaboration
- Users with limited IT setups who want to avoid firewall/VPN complexities
- Businesses that want full control over when and how QuickBooks is accessed remotely
Option 2: Set Up Multi-User Access via Network or VPN (Advanced, but scalable)
In cases where the remote user requires direct file access over a network, this method is effective, provided it is properly configured.
Why It Works for You
- Supports simultaneous access for multiple users to the same company file.
- Stored on your local server or office PC.
- Designed for real-time collaboration within a secure network.
- Scalable for teams using multiple desktop workstations in the office or connected via VPN.
Setup Steps
On the main office computer (host):
- Step: Install and configure QuickBooks Database Server Manager.
- Step: Enable multi-user mode
- Go to File > Switch to Multi-user Mode
- Step: Share the folder with full read/write permissions for the company file.
- Step: Ensure only the host PC has “Host Multi-User Access” enabled
- Go to File > Utilities
On the second PC:
- Step: Open QuickBooks and access the file using the UNC path (such as \\MainPC\QBData\YourFile.QBW).
- Step: Open the required firewall ports and add the necessary exceptions.
- Step (Optional): Use a VPN if the second PC is not on the same local network.
Ideal For
- Teams in the same location or using VPN
- Ongoing bookkeeping from multiple office PCs
- Users needing real-time file access
- Businesses with IT support for network and security configuration
Security Best Practices
- Use encrypted, time-limited access only.
- Disable unattended access unless essential.
- Back up the company file before each session.
Frequently Asked Questions
Can I monitor what my team member does during a remote QuickBooks session?
Yes. QuickBooks Desktop includes an Audit Trail Report that tracks every transaction added, modified, or deleted. Go to Reports > Accountant & Taxes > Audit Trail to review activity during or after a session.
Is there a limit to how many users can access QuickBooks Desktop in multi-user mode?
Yes. The number of users depends on your QuickBooks license. QuickBooks Desktop Enterprise supports up to 40 users, while Pro and Premier typically support up to 3 and 5 users, respectively.
What should I do if my remote session crashes or disconnects unexpectedly?
Immediately re-establish the remote session to avoid file lock errors. If the company file remains open in QuickBooks, restart QuickBooks on the host PC and verify no one else is accessing the file before reconnecting.
How do I know if QuickBooks Database Server Manager is running properly?
Open the QuickBooks Database Server Manager on the host PC and check the “Monitored Drives” section. If your company file folder is listed and showing “Running,” it’s set up correctly. You can also scan the folder manually if needed.
Disclaimer: The information outlined above for “How to Securely Grant Remote Access in QuickBooks Desktop Enterprise 2024?” is applicable to all supported versions, including QuickBooks Desktop Pro, Premier, Accountant, and Enterprise. It is designed to work with operating systems such as Windows 7, 10, and 11, as well as macOS.