How To Host A QuickBooks Company File

A QuickBooks company file may look like just another file on your system, but for many businesses, it contains years of invoices, transactions, customer records, payroll details, and financial history. That makes where and how you keep it an important decision.

The challenge usually starts when QuickBooks needs to work beyond a single computer. Teams want easier access, accountants need to collaborate, and businesses want to avoid being tied to one office or machine. But simply moving the company file somewhere else does not always make it safely or reliably accessible.

There are several ways to make a QuickBooks company file available to users, and each works differently. This guide breaks down the available approaches so you can understand which setup makes sense for your QuickBooks environment.

Ways to Host, Share, or Move a QuickBooks Company File

There are several ways to host, share, or move QuickBooks company files. Let’s explore each option in detail.

1. QuickBooks Cloud Hosting

Cloud hosting for QuickBooks is a service that allows businesses to access their QuickBooks files from anywhere in the world using an internet connection and a third-party hosting service. QuickBooks cloud hosting enables businesses to eliminate the need for on-premises servers and software installation. Further, it allows them to:

Collaborate on QuickBooks files with other employees or accountants
Protect their QuickBooks files from data loss or theft
Scale their QuickBooks file storage as their business grows

How to get started with a QuickBooks Desktop file?

Sign up for an account with the chosen hosting provider, which involves selecting a hosting plan based on your business requirements.
Provide the hosting provider with your QuickBooks company file, and they will set it up on their servers. Their team will migrate your data to the cloud.
Once set up, users can access QuickBooks remotely using the credentials provided by the hosting provider.
Collaborate with team members in real time and manage user access permissions through the hosting provider’s interface.
Take advantage of the hosting provider’s support services and security measures to ensure the safety and reliability of your QuickBooks data.

Ace Cloud Hosting as Your Reliable QuickBooks Hosting Solution

Ace Cloud Hosting is an Intuit Authorized hosting provider for QuickBooks Desktop and a QuickBooks Solution Provider. With 15+ years of cloud hosting experience, Ace Cloud Hosting provides assisted migration, 24/7 hosting support, and SLA-backed 99.99% uptime.

Its QuickBooks hosting plans include automated backup options, with retention varying by plan. We also work with Tier 4 and Tier 5 data center partners that maintain security and compliance standards such as SOC 2, HIPAA, PCI DSS, and SSAE-16.

2. QuickBooks Online

QuickBooks Online is a cloud-based accounting solution that operates differently from QuickBooks Desktop. If you want to move your QuickBooks company files from QuickBooks Desktop to QuickBooks Online, you must follow a migration process rather than a traditional hosting method. After the move, QuickBooks Online and QuickBooks Desktop operate independently and do not continuously sync.

Steps to Move a QuickBooks Desktop Company File to QuickBooks Online

Update QuickBooks Desktop to the latest supported release.
Sign in to the Desktop company file as the company administrator.
Check the company file before migration. Intuit currently requires fewer than 4,000,000 total targets for a direct import. You can check the Total Targets count by pressing F2 or Ctrl+1.
Run Verify Data and resolve company file issues before starting the migration.
Make sure the company file is stored locally on the computer before migration rather than inside a hosting or cloud-storage environment.
For QuickBooks Desktop Pro or Premier, go to Company > Migrate this company file to QuickBooks Online and follow the export workflow.
QuickBooks Enterprise users can open the Product Information window with Ctrl+1 and then use Ctrl+B+Q to start the QuickBooks Online export process.
Sign in to the QuickBooks Online account, select the company that should receive the data, choose what you want to move, and start the export.
After migration, review accounts, balances, reports, payroll information, and other settings to confirm that the transferred data is correct.

Note: Make sure your QuickBooks Online account is in the same country or region as your QuickBooks Desktop company. You must also have admin access to both your QuickBooks Desktop company file and QuickBooks Online account.

3. QuickBooks Database Server Manager

QuickBooks Database Server Manager is a tool that lets you share your QuickBooks company files with other computers over your network. It creates a network data file (.ND) for the company file, which allows QuickBooks Desktop to communicate with the server.

Hosting QuickBooks File With QuickBooks Database Server Manager

QuickBooks Database Server Manager helps configure the computer storing your QuickBooks company files for multi-user access. Intuit supports two server setups: installing the full QuickBooks Desktop program with Database Server Manager, or installing Database Server Manager only.

Follow these steps:

Install QuickBooks Database Server Manager on the server computer that stores your QuickBooks company files. Install it for each QuickBooks Desktop version your business uses.
Install or open the latest QuickBooks Tool Hub on the server. Close QuickBooks before using the Tool Hub.
In QuickBooks Tool Hub, select Network Issues > QuickBooks Database Server Manager.
If your company file folder appears in Database Server Manager, select Start Scan. If it does not appear, select Browse, locate the folder containing your .QBW company file, and then select Start Scan.
Allow the scan to finish. Database Server Manager checks the folder and automatically repairs required firewall permissions. It also creates or updates the .nd network data file QuickBooks uses to locate and communicate with the company file over the network.
Check the Windows folder permissions for the company file location. Users accessing the file need the appropriate Windows permissions, while each QuickBooks user also needs their own QuickBooks login credentials.
Make sure only the server computer hosts multi-user access. On each workstation, open QuickBooks and go to File > Utilities. If Stop Hosting Multi-User Access appears, select it. Workstations should not host the company file.
On each workstation, open QuickBooks and select File > Switch to Multi-user Mode. Users can then open the company file stored on the server and work in it according to their assigned QuickBooks permissions.

4. Remote Desktop Services (RDS)

Remote Desktop Services (RDS), formerly Terminal Services, is a technology provided by Microsoft that enables users to access and use applications or an entire desktop environment on a remote server from a different location or device.

Hosting QuickBooks company files on Remote Desktop Services (RDS) includes setting up a Windows Server with RDS installed and configuring QuickBooks to run on the server.

Step-by-step Guide to Help You Host QuickBooks File

Sign in to the Windows Server with administrator rights.
Set up Remote Desktop Services and the required RDS licensing.
Close all open applications and open Command Prompt.
Enter change user /install to place the Terminal Server in Install Mode.
Download and install QuickBooks Desktop on the server.
Reopen Command Prompt and enter change user /execute to return the server to Execute Mode.
Configure the QuickBooks company file and multi-user access as required.
Configure the firewall for the QuickBooks version being used. QuickBooks Desktop 2019 and later use port 8019 plus a dynamically assigned port.
Set up user permissions and test access from Remote Desktop sessions.

QuickBooks Desktop Enterprise is Remote Desktop Services compliant. Intuit provides Terminal Services troubleshooting support specifically for QuickBooks Desktop Enterprise. Microsoft also requires appropriate Remote Desktop Services Client Access Licenses (RDS CALs) for users or devices connecting to an RDS Session Host.

When installing QuickBooks Desktop on a terminal server, follow Intuit’s terminal-server installation guidance and confirm that the Windows Server version meets the current QuickBooks system requirements.

5. Virtual Private Network (VPN)

A VPN creates an encrypted connection between a remote device and a company network. However, Intuit currently lists VPNs among the network types that are not recommended for running QuickBooks Desktop company files.

Intuit’s recommended network options include a supported local area network (LAN), Terminal Services, and cloud hosting. If an organization still uses a VPN for QuickBooks access, the setup should be reviewed by its IT team for connectivity, performance, permissions, and support limitations.

Using a VPN To Host QuickBooks File

Here’s a simplified guide:

Implement a VPN solution on your company network, ensuring it’s configured securely.
Install QuickBooks Desktop on a server within your network.
Open QuickBooks on the server and enable Multi-User Mode.
Install and use QuickBooks Database Server Manager to scan company file folders on the server.
Open necessary ports on your network firewall for QuickBooks communication.
Provide remote users with VPN credentials and instructions on connecting to the company network.
Grant Permissions to users for QuickBooks files and folders.
Users connect to the company network using a VPN from their local machines.
Users open QuickBooks on their local machines connected to the server via VPN.
Test multi-user access by having multiple users log in and work on QuickBooks simultaneously.

Potential Issues with Hosting QuickBooks over VPN

QuickBooks Desktop depends on consistent communication between the application, Database Server Manager, and the company file. Network latency, dropped connections, or incorrect firewall and folder permissions can affect multi-user access.

For this reason, VPN access should not be positioned as the preferred method for remotely hosting a QuickBooks company file.

6. Using Cloud Storage for QuickBooks Files

Cloud storage services can store and synchronize files online, but they should not be used to host an active QuickBooks Desktop company file.

Intuit recommends storing the active QuickBooks company file (.qbw) on the hard drive of the server computer that hosts the file. Online file-storage services such as Dropbox, Google Drive, and Box can cause issues when used as the location for an active QuickBooks Desktop company file.

This is because file-syncing services work differently from a QuickBooks multi-user or hosted environment. QuickBooks requires consistent communication between the application, company file, and QuickBooks Database Server Manager while users are working.

What Should You Use Instead?

For businesses that need multiple users to work with the same QuickBooks Desktop company file, Intuit recommends supported network configurations such as:

A properly configured Local Area Network (LAN)
Terminal Services
Cloud hosting

With cloud hosting, QuickBooks Desktop and the company file run within the hosted environment, and authorized users connect remotely rather than synchronizing the live .qbw file between individual computers.

Take Your QuickBooks Company Files to the Cloud

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Choosing the Right Method to Host Your QuickBooks Company Files

Hosting a QuickBooks Desktop company file can greatly benefit businesses in terms of collaboration and efficiency in managing financial data.

For QuickBooks Desktop, supported options include cloud hosting, a properly configured local network with QuickBooks Database Server Manager, and Terminal Services. QuickBooks Online involves migrating to a separate cloud accounting platform, while Intuit does not recommend VPNs for hosting QuickBooks Desktop company files.

The right approach depends on how your team needs to access QuickBooks, the number of users, and how much infrastructure your business wants to manage internally.

To host your QuickBooks company file and accounting data, get started with a 7-day free trial from Ace Cloud Hosting and enhance your accounting experience.

Frequently Asked Questions (FAQs)

How safe is my hosted data?

Ace Cloud Hosting is a leading provider of QuickBooks cloud hosting solutions. Our team of IT professionals continuously monitors the system and manages all updates and upgrades. We safeguard your files and data transmissions with enterprise-class antivirus technology, firewalls, encryption, and multi-layer access controls. With us, your hosted data will remain secure.

What Are the Benefits of QuickBooks Desktop Hosting Over Local Access?

Access from anywhere: Use QuickBooks Desktop and your company files from any supported device with an internet connection. The software looks and works the same as it does on a local PC.

Stronger data security: Hosted environments use controls such as firewalls, encrypted connections, access restrictions, physical data center security, and redundant infrastructure.

Automated backups: Ace Cloud Hosting provides 45-day rolling backups to help recover data after accidental deletion, corruption, or other data-loss events.

Less IT maintenance: You do not need to manage an in-office server, VPN, or supporting infrastructure. The hosted environment is maintained for you while your team accesses QuickBooks remotely.

Do I need my own network?

No. The Internet is the only network you need to run QuickBooks.

What’s the difference between QuickBooks Online and QuickBooks Desktop with Hosting?

QuickBooks Online: A cloud-based accounting platform accessed through a supported web browser, mobile app, or QuickBooks Online desktop app. Its features, workflows, and data environment are separate from QuickBooks Desktop.
QuickBooks Desktop with Hosting: The QuickBooks Desktop application runs in a hosted environment and is accessed remotely. Users retain the familiar Desktop interface and Desktop-specific functionality while gaining remote access to the hosted application and company file.

How do Microsoft Word and Excel work with hosted QuickBooks Desktop? How does my email work?

QuickBooks Desktop supports integration with compatible versions of Microsoft Office. Users can export QuickBooks reports to Microsoft Excel and use Microsoft Word for supported tasks such as preparing letters.

In an Ace Cloud Hosting environment, compatible Microsoft 365 applications such as Word and Excel can also be added to the hosted desktop separately.

For email services, you can utilize QuickBooks’ email features, configure QuickBooks to use Webmail, or integrate Outlook with your Ace Cloud Hosting account.

Can I have third-party apps?

To view a full list of third-party apps, visit Ace Cloud Hosting’s Application Directory.

How To Host A QuickBooks Company File – A Comprehensive Guide