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When you buy a single-user license of QuickBooks, it allows for one specific person to access QuickBooks from up to two different computers, for example a home and a work computer. If you want multiple people to share access to QuickBooks, you have to buy either multiple single-user licenses or a multi-user license. The largest multi-user license you can purchase is for 30 concurrent users.
Single User Licenses
If you have two users who need to share QuickBooks, you must purchase two single-user licenses. Even if you install QuickBooks on a single computer that both users share when they run QuickBooks, you need two QuickBooks licenses. The two licenses would also permit you to install the QuickBooks program on each user's individual computer and to place the database on a shared computer, such as a server. QuickBooks would then allow both users to use the program at the same time.
Multi-User Licenses
If you need more than two licenses for QuickBooks, you can purchase a multi-user license instead of additional single-user licenses. Multi-user licenses allow a fixed maximum number of employees to use QuickBooks at the same time. QuickBooks Pro offers a three-user license, QuickBooks Premier offers a five-user license and QuickBooks Enterprise offers licenses from five to 30 users in five-user increments.
Licenses and Specific Users
Both single- and multi-user licenses are associated with specific users. They cannot be shared among a larger group of users who need access to the software. For example, let's say you have a group of seven employees that might use QuickBooks. Even though no more than three employees would ever need to run QuickBooks simultaneously, you must purchase a 10-user license. You cannot purchase a three-user license and share the licenses among the seven who need access because each individual needs his own QuickBooks license. If an employee leaves the company, you can assign her license to a different employee.
Multi-User QuickBooks
When you implement multi-user QuickBooks, place the QuickBooks database on a shared drive that all QuickBooks users can access. If you have a server that only stores the QuickBooks database and doesn't provide access to the program, you don't need to buy a separate license for the computer. Install a copy of QuickBooks on each user's computer and enter one of the license keys from your multi-user pack. The QuickBooks administrator must activate multi-user mode through the File menu and set up each user in QuickBooks if the user doesn't already exist.
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About the Author
Steve McDonnell's experience running businesses and launching companies complements his technical expertise in information, technology and human resources. He earned a degree in computer science from Dartmouth College, served on the WorldatWork editorial board, blogged for the Spotfire Business Intelligence blog and has published books and book chapters for International Human Resource Information Management and Westlaw.
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McDonnell, Steve. 'How Many Users Can Share QuickBooks?' Small Business - Chron.com, http://smallbusiness.chron.com/many-users-can-share-quickbooks-62764.html. Accessed 11 January 2020.
McDonnell, Steve. (n.d.). How Many Users Can Share QuickBooks? Small Business - Chron.com. Retrieved from http://smallbusiness.chron.com/many-users-can-share-quickbooks-62764.html
McDonnell, Steve. 'How Many Users Can Share QuickBooks?' accessed January 11, 2020. http://smallbusiness.chron.com/many-users-can-share-quickbooks-62764.html
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