How to Install and Configure QuickBooks Database Server Manager for Multi-User Access
The QuickBooks Database Server Manager (QBDSM) is a critical component for businesses that require multiple users to access QuickBooks company files simultaneously over a network. This utility creates the necessary network data files (.ND) that enable stable multi-user mode, allowing your team to work collaboratively on the same financial data.
This comprehensive guide will walk you through the proper installation, configuration, and maintenance of the Database Server Manager to ensure a smooth multi-user QuickBooks environment.
Description
Learn how to install and configure QuickBooks Database Server Manager for multi-user access. Our step-by-step guide covers setup, firewall configuration, and troubleshooting.
Understanding the QuickBooks Database Server Manager
Before installation, it's important to understand what QBDSM does:
Primary Function: Creates and manages network data files that allow multiple workstations to access the same company file.
Location: Must be installed on the computer where your company files are physically stored (the "server").
Version Specific: Each version of QuickBooks Desktop requires its own instance of QBDSM.
Network Foundation: Serves as the backbone for QuickBooks multi-user mode, handling connection requests from workstations.
System Requirements and Prerequisites
QuickBooks Desktop 2019 or later (Pro, Premier, or Enterprise)
Windows 10/11 or Windows Server 2016/2019/2022
Administrator access on the server computer
Stable network connection between all computers
Adequate disk space for company files and backups
QuickBooks Desktop 2019 or later (Pro, Premier, or Enterprise)
Windows 10/11 or Windows Server 2016/2019/2022
Administrator access on the server computer
Stable network connection between all computers
Adequate disk space for company files and backups
Step-by-Step Installation Guide
Step 1: Install QuickBooks Desktop with Database Server Manager
The QBDSM is included with QuickBooks Desktop—no separate download is needed.
Download QuickBooks Desktop from the official Intuit website.
Close all programs on the server computer, including any antivirus software temporarily.
Run the QuickBooks installer (
Setup_QuickBooks.exe).When prompted for installation type, select "Custom/Network Options" instead of Express.
Choose the option that best fits your setup:
"I'll be using QuickBooks Desktop on this computer, AND I'll be storing..." (Recommended - installs both QB and DB Manager)
"I will NOT be using QuickBooks Desktop on this computer..." (For dedicated server computers)
Click Install and follow the remaining prompts.
Activate and update QuickBooks Desktop after installation.
Important: If hosting multiple QuickBooks versions, install them chronologically from oldest to newest.
Step 2: Configure the Database Server Service
Press Windows Key + R, type services.msc, and press Enter.
Locate and double-click QuickBooksDBXX (where "XX" is your version number).
In the Properties window:
General Tab: Set Startup type to "Automatic"
Log On Tab: Select "Local System Account"
Recovery Tab: Set all failures to "Restart the Service"
Click Apply and OK.
Restart the service if it's running.
Press Windows Key + R, type services.msc, and press Enter.
Locate and double-click QuickBooksDBXX (where "XX" is your version number).
In the Properties window:
General Tab: Set Startup type to "Automatic"
Log On Tab: Select "Local System Account"
Recovery Tab: Set all failures to "Restart the Service"
Click Apply and OK.
Restart the service if it's running.
Step 3: Configure Windows Firewall
QuickBooks requires specific ports to communicate with workstations. Add these exceptions to Windows Firewall:
Method A: Port Exceptions (Recommended)
Open Windows Firewall > Advanced Settings.
Create New Rule for both Inbound and Outbound rules.
Select "Port" and enter these ports based on your QuickBooks version:
QuickBooks 2022-2024: 8019
QuickBooks 2020-2021: 8019
QuickBooks 2019: 8019, 56728, 55378-55382
QuickBooks 2018: 8019, 56728, 55378-55382
Allow the connection and apply to all profiles.
Method B: Program Exceptions
Create New Rule for both Inbound and Outbound rules.
Select "Program" and browse to these executables:
QBDBMgrN.exe(located inC:\Program Files\Intuit\QuickBooks [Year])DBManager.exe(same location)
Allow the connection and apply to all profiles.
Step 4: Scan for Company Files
Search for and open "QuickBooks Database Server Manager".
Navigate to the "Scan Folders" tab.
Click "Browse" and select the folder(s) containing your company files (.QBW).
Click "Start Scan". The utility will now recognize these files for network sharing.
Go to the "Monitored Drives" tab and ensure the drives containing your company files are checked.
Search for and open "QuickBooks Database Server Manager".
Navigate to the "Scan Folders" tab.
Click "Browse" and select the folder(s) containing your company files (.QBW).
Click "Start Scan". The utility will now recognize these files for network sharing.
Go to the "Monitored Drives" tab and ensure the drives containing your company files are checked.
Maintenance and Troubleshooting
Updating the Database Server Manager
QBDSM updates automatically with QuickBooks Desktop updates:
In QuickBooks, go to Help > Update QuickBooks.
Click "Update Now" then "Get Updates".
Close QuickBooks to install updates automatically.
Restarting the Service
If users cannot connect, restart the QBDSM service:
Open Services (
services.msc).Find QuickBooksDBXX.
Right-click and select "Restart".
Verifying Proper Function
From a workstation, try opening the company file.
On the server, check the "Database Server" tab in QBDSM to see connected users.
Ensure each company file has a corresponding .ND file in its folder.
From a workstation, try opening the company file.
On the server, check the "Database Server" tab in QBDSM to see connected users.
Ensure each company file has a corresponding .ND file in its folder.
Frequently Asked Questions (FAQ)
Firewall blocking connections
Company file folder not scanned in QBDSM
Network permissions on the folder
QBDSM service not running
Pro/Premier: Up to 5 users
Enterprise: Up to 40 users
Best Practices for Optimal Performance
Install Chronologically: When multiple QB versions are needed, install from oldest to newest.
Regular Updates: Keep both QuickBooks and QBDSM updated to the latest release.
Monitor Drive Space: Ensure adequate free space on drives containing company files.
Regular Backups: Maintain a consistent backup routine independent of multi-user access.
Dedicated Server: For best performance in larger offices, use a dedicated computer as your QuickBooks server.
Install Chronologically: When multiple QB versions are needed, install from oldest to newest.
Regular Updates: Keep both QuickBooks and QBDSM updated to the latest release.
Monitor Drive Space: Ensure adequate free space on drives containing company files.
Regular Backups: Maintain a consistent backup routine independent of multi-user access.
Dedicated Server: For best performance in larger offices, use a dedicated computer as your QuickBooks server.
Final Recommendation
Proper installation of QuickBooks Database Server Manager is fundamental to a stable multi-user environment. Focus on the firewall configuration and folder scanning steps, as these are most commonly overlooked. Regular maintenance and updates will ensure continuous, reliable access for your entire accounting team. By following this structured approach, you can implement a robust multi-user QuickBooks system that supports your business's collaborative accounting needs.
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