How to Upgrade From QuickBooks Pro/Premier to QuickBooks Enterprise – A Complete Guide 

Your business has grown beyond your initial projections. What once seemed like adequate accounting software now feels restrictive. The user limits are suffocating your team’s productivity, and your inventory management has become a daily headache. 

QuickBooks Pro Plus supports up to three concurrent users, while Premier Plus allows access for up to five. In contrast, QuickBooks Enterprise offers significantly greater scalability, supporting up to 40 users along with advanced, industry-specific features. 

This difference in capacity is more than just numbers—it’s the difference between restricting growth and enabling it. Upgrading from Pro or Premier to Enterprise isn’t just switching software; it’s a strategic decision that future-proofs your business operations. 

Pro Tip: Think of this upgrade as investing in your company’s operational infrastructure, not just buying new software. 

Step-by-Step Guide to Upgrade QuickBooks Desktop Pro/Premier to Enterprise 

Step 1: Prepare and Test Your Network 

Before upgrading, focus on three key areas: networking, file sharing, and permissions. 

1. Get the Right Team on Board 

You’ll need a network or system administrator who knows how to handle file sharing, networking, and permissions to install and configure QuickBooks Enterprise properly. Also, involve your QuickBooks user who understands your company’s accounting needs and can set up the company file accurately. 

2. Choose Your Network Setup 

• Central Server: Install the QuickBooks Database Server Manager and company file on a central server. Enterprise runs on each workstation that accesses the file over the network. 

• Peer-to-Peer: One workstation holds the company file, and others connect to it over the network. 

• Remote Desktop Services: QuickBooks Enterprise and the company file live on a powerful central server. Workstations access QB Enterprise remotely without having it installed locally (mostly done via a third-party Intuit Authorized Hosting Provider for QuickBooks Enterprise). 

• Linux Server Option: Store the company file on a Linux server while running QuickBooks Enterprise on Windows desktop clients. 

3. Test Your Network Bandwidth 

For smooth multi-user performance, your network speed is crucial. Here’s how to check it: 

• Pick a large QuickBooks data file for testing. 

• Note its size in megabytes. 

• Copy it from the network to a local system and record how long it takes. 

• Calculate bandwidth: multiply file size by 8, then divide by the copy time (seconds). 

• Review firewall and antivirus settings to avoid interference. 

• Finally, ensure your systems meet QuickBooks Enterprise requirements. 

Step 2: Installing QuickBooks Desktop Enterprise Server Manager 

Use these steps to install QuickBooks on a Dedicated Server, a Terminal Server, or any computer that will access the company files stored on a server. When working with files on a server, always access your company file via its direct network path. 

Step-by-step: 

1. Ensure you have an active internet connection. 

2. Run the QuickBooks.exe installer file. 

3. Choose Custom and Network Options, then click Next. 

4. Select one of the following based on your setup: 

• I’ll be using QuickBooks Desktop on this computer (for workstation installs). 
• I’ll be using QuickBooks Desktop AND storing our company file here (for Terminal Server or server hosting both software and files). 
• I will NOT be using QuickBooks on this computer; just storing the company file (to install Database Server Manager only). 
• Click Next to continue. 
• To change the install folder, select Change the install location and pick your preferred folder (usually under Programs). 
• When the installation finishes, select Open QuickBooks. 
• The final step is to launch and configure QuickBooks database server. 

Note: If you’re using a Linux server, see Install QuickBooks Desktop Enterprise on a Linux server for detailed instructions. 

Configuring the QuickBooks Database Server Manager 

This step is only needed on the server or the computer where your QuickBooks Enterprise company files will be stored—not on individual user’s workstations. 

Here’s how to set it up: 

1. Click the Start button on your Windows taskbar. 

2. Navigate to Programs, then find and open the QuickBooks folder. 

3. Launch the QuickBooks Database Server Manager. 

Next, scan your company files to enable multi-user access: 

1. In the Database Server Manager window, go to the Scan Folders tab. 

2. Click Add Folder, browse to the location where your company files are stored, and select those folders. 

3. Hit Scan to start scanning and registering the files so other users can access them. 

Finally, monitor your hard drives: 

1. Switch to the Monitored Drives tab. 

2. Select the local drives you want the server manager to keep an eye on for company file changes. 

That’s it! Configuring the server manager properly ensures smooth multi-user access and file sharing. 

Step 3: Setting Up File Sharing and Multi-User Access 

To share your QuickBooks company files over the network, make sure every user has read/write and create/delete permissions on the folder where the files are stored. 

For multi-user mode to work smoothly: 

• The computer hosting the company file must have multi-user hosting enabled. 

• All other QuickBooks installations on your network should have multi-user hosting turned off to prevent conflicts. 

• If you’re using the QuickBooks Database Server Manager on a dedicated file server, you don’t need to enable multi-user hosting on that server—it’s handled automatically. 

Step 4: Converting Your Data from Pro or Premier to Enterprise 

Back up your QuickBooks company file first. 

2. Choose a secure location for the backup—ideally on a different computer or server. 

Update the company file to Enterprise 

3. Open QuickBooks Enterprise and load your Pro or Premier company file. 

4. Enter the admin password when prompted. 

5. Check the box confirming you understand the file will be updated to Enterprise format. 

6. Click Update Now, then follow the on-screen prompts. 

7. When asked, select Yes to confirm. 

Step 5: Finalize Network, Server Settings, and Registration 

QuickBooks Enterprise feels familiar, but under the hood, it removes many of the limits you face with Pro or Premier. 

Configure lists and user permissions: 

Your existing lists transfer over, but Enterprise lifts the old caps—for example, no more 14,500 name or item limits. Plus, you can now set detailed permissions for up to 40 simultaneous users, giving you more control over who accesses what.  

Register your Enterprise software: 

Registration unlocks key benefits like technical support and product updates. To register: 

1. Open QuickBooks Enterprise. 

2. Go to the Help menu and select Register QuickBooks. 

3. Click Begin Registration and follow the prompts. 

Note: If you move Enterprise to a new computer, you’ll need to register it again. 

QuickBooks Pro vs Premier vs Enterprise — Feature & Capacity Snapshot 

Understanding the fundamental differences between these QuickBooks versions helps justify the investment and timing of your upgrade decision.  

User Capacity & Collaboration Limits 

The user limitations create real operational bottlenecks that compound as your business grows. 

QuickBooks Pro Plus	QuickBooks Premier Plus	QuickBooks Enterprise
Single-location focus with basic multi-user file sharing, supports up to three users   User conflicts during peak business hours are common   No role-based restrictions—all users have similar access levels	Supports up to five simultaneous users with industry-tailored versions   Better suited for small teams, but still restrictive for growing businesses   Basic user permission controls are available   Real-world impact: Teams of 6+ experience daily “maximum users exceeded” errors	Supports up to 40 users with industry-specific tools.   Designed for multi-department organizations   True simultaneous access without performance degradation  Scalability advantage: Add users as needed without software limitations

Data Storage & List Capacity  

The difference between thousands and millions of records represents a quantum leap in business capability. 

QuickBooks Pro/Premier Plus Limitations	QuickBooks Enterprise
14,500 total names (customers, vendors, and employees combined)   14,500 inventory items maximum   Performance degradation starts around 200,000 KB file size   File size recommendations: 150,000kb-250,000kb for Pro/Premier	Up to 1 million names (customers, vendors, employees) and up to 1 million items (inventory, non-inventory, and service items)   Some performance degradation is likely as your lists approach these limits   QuickBooks Enterprise company file can exceed 1.5GB maximum   Real-world capacity: Most businesses never approach these limits

Industry-Specific Editions Comparison 

QuickBooks Version	Available Editions	Target Business Size
Pro Plus	General Business Only	Small businesses
Premier Plus	5 Industry Editions (General, Contractor, Manufacturing, Nonprofit, Professional Services, Retail)	Growing businesses
Enterprise	6+ Industry Editions (All QuickBooks Premier editions plus Accountant and additional specialized modules)	Mid-to-large businesses

Inventory Management Capabilities 

QuickBooks Pro Plus	QuickBooks Premier Plus	QuickBooks Enterprise Advanced Inventory
Basic item tracking only   No location-specific inventory   Manual reorder processes   Limited reporting on inventory valuation	Enhanced inventory tracking with assemblies   Basic purchase order creation   Sales order functionality  Inventory valuation reports	Lot tracking, bin tracking, and serial number tracking make it easy to locate inventory quickly and accurately across multiple locations   Track inventory across multiple locations, right down to the bin level and serial or lot number   Mobile barcode scanning capabilities   Automated reorder point management   Pick/pack/ship workflow optimization.   ROI Impact: Businesses typically see a 20-40% reduction in inventory carrying costs

Role-Based Access Control 

Pro & Premier Limitations	Enterprise Security Framework
All users essentially have admin-level access.   No granular permission controls.   Security risks increase with team size.   Compliance challenges for regulated industries.	Multiple predefined user roles with specific access permissions.   Department-specific data access controls.  Custom role creation capabilities.   Audit trail for all user actions.   Compliance benefit: Enhanced security controls for business requirements.

Advanced Reporting Capabilities 

Report Type	Pro Plus	Premier Plus	Enterprise
Standard Financial Reports	Basic	Enhanced	Premium
Custom Report Builder	Limited	Moderate	Advanced
Industry-Specific Reports	❌	Basic	Comprehensive
Advanced Inventory Reports	❌	❌	Full Suite
Job Costing & Profitability	Basic	Enhanced	Over 200 customizable reports, including job costing and inventory tracking
Multi-Company Consolidated	❌	❌	✅
Automated Report Distribution	❌	Limited	Full

QuickBooks Enterprise with Hosting – Work Securely and Flexibly from Anywhere 

Businesses using QuickBooks Pro or Premier often encounter limitations as they grow, such as restricted user access (3 to 5 users), slow performance with large data files, and the lack of advanced features like multi-location inventory or batch processing. These challenges lead to inefficiencies, manual work, and limited scalability. 

QuickBooks Enterprise addresses these issues by offering support for up to 40 users, faster performance, advanced inventory management, customizable reporting, and enhanced security. It is the ideal solution for growing businesses. 

Hosting QuickBooks Enterprise with Ace Cloud Hosting enhances this upgrade by enabling secure remote access, real-time collaboration, and strong data protection. It eliminates the need for on-site servers, reduces IT overhead, and provides 24/7 access from any device/location to your QuickBooks Enterprise Desktop software. 

Ace Cloud Hosting is an Intuit Authorized Hosting Provider for QuickBooks Desktop software, thus, having the privilege of possessing expertise to deliver exceptional hosting support, with our experts receiving training from Intuit. As a QuickBooks Solution Provider (QSP), we also offer genuine QuickBooks products at competitive prices—delivering trusted solutions, end to end. 

Buy your QuickBooks Enterprise license today and experience the cloud advantage with a 7-day free trial of our hosting services.