Remote work has become a standard part of how accounting teams operate — and QuickBooks Desktop’s remote access options make it easy to keep working from anywhere without losing access to your company file. Whether you’re an accountant connecting to a client’s system from your office, a business owner checking figures while traveling, or a team working across multiple locations, QuickBooks has three main approaches to remote access: using the QuickBooks Remote Access tool, hosting QuickBooks Desktop on a cloud server, or switching to QuickBooks Online entirely.
This blog covers what QuickBooks Remote Access is, what it costs, all three access options Intuit supports, the full setup steps, and how to open a company file on a remote computer including database server manager configuration. If you need help at any point, our QuickBooks Enterprise Support team is available at +1-888-510-9198.
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What is QuickBooks Remote Access?
QuickBooks Remote Access is one of the safest and most secure servers with the help of which the users can access the system from any other computer with an Internet connection. QuickBooks Remote makes it easy for the users to access QuickBooks, email, and other programs & documents regardless of place and time. It also allows the users to transport a file or folder between machines. Without any difficulty, QuickBooks remotely allows you to print the documents from a remote computer to a local printer. This simply means that you log in to QuickBooks remotely without being closely present on the system on which it is installed.
Advantages of QuickBooks Desktop Remote Access
With the help of WebEx tool that supports online meetings & communication services, the user can easily and swiftly access the QuickBooks software from anywhere, at any time.
- The user can import/export a QB file or a whole folder from one system to another and vice versa
- Also, this software saves the traveling time and office infrastructure cost for accounting purpose
- Another benefit that it offers is that Copy & Paste among remote machine and local PC’s is possible
- It is possible for the users to effortlessly and smoothly print, from the remote system to a local printer
- Client or managers can without any hassle track or trace the activities or actions of the accountants
- Lastly, one of the basic purposes served by this accounting software is that multiple users can work together on the same QuickBooks file
QuickBooks Remote Access Cost
The user will have to pay for the QuickBooks Remote Access software. As it is not free, it is accessible in two different versions.
- Full Desktop Access ($99.75/month)
- QuickBooks Access ($77.95/month)
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Intuit Support Remote Access Options
Hosting QuickBooks Desktop on Cloud: The very first option is hosting QuickBooks desktop on cloud, as Authorized hosting of QuickBooks desktop software on any third-party servers is now permitted by Intuit. The authenticated users can access QuickBooks installed on the server of hosting providers from anywhere via Internet.
Using QuickBooks remote access tool: This option is suggested by the experts as this tool can easily connect to the remote system that has the QuickBooks accounting software installed in it. The basic tasks such as copying files from local to remote and vice versa, printing files using local printers, accessing QuickBooks data folders and files remotely, etc. can be smoothly performed by this tool.
Switching to QuickBooks Online: The third and the last option that the users have is to Convert to QuickBooks online (QBO) from QuickBooks desktop. For the ones who don’t know what is QuickBooks online, it is basically a solution from Intuit working entirely on cloud and increasing efficiency of the software. The user can access QuickBooks from any device that has an internet connection.
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Easy Steps to Access the QuickBooks Desktop Remotely
- First of all, the user should visit the Intuit Inc. official website and then sign up for the QuickBooks Remote Access
- After that Log-in the account credentials such as registered mail ID, password, etc. on the QuickBooks Remote Access website. It should be noted that before login, the user should launch the Web browser on the system through which he/she needs to access the QuickBooks software remotely
- Once done with that, download the remote access tool installation file, followed by tapping the “Setup computer” icon
- Now, in the “Nickname” field, the user has to type in the System nickname, and then tap on to the “Next” icon
- Moving ahead, the user is supposed to tick the checkbox next to the options to initiate each time a remote session is logged in. The options include: “Automatically reduce screen resolution to match”, “Use full-screen view by default”, “Disable this computer’s keyboard and mouse” and “Make this computer’s screen blank”
- Jumping on to the next step, the user is supposed to tick the checkbox next to the applications, in order to attain access remotely on this system
- Click the “Next” button
- Coming to the end of the process, the user needs to tick mark the box for the authentication option to use. In that case the user can enter a passcode or can also use a phone number. When he/she accesses QuickBooks desktop remotely, the passcode option permits to enter the passcode on the login page. The phone number option needs that the tools call the user, and then prompt for accessing the code each time.
- The final step is to hit “Finish” button
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Alternate Way for Remote Accessing QuickBooks
- In this process, the very first step is to launch the Web browser on the system. After that log in to the account via the QuickBooks Remote Access website.
- The user is then required to check out the box that was used earlier to define the system nickname. After that hit the “Connect” icon.
- The user is required to authorize the desktop by using the password or by means of phone authentication. In case the remote tool calls the user and prompts for passcode. Then the user is supposed to enter the passcode on the phone.
- To end the process, hit the “Remote Access” drop-down menu, followed by opting for “End QuickBooks Remote Access Session”.
Open a company file on a remote computer
You can work in QuickBooks from different computer than the server. However, you will have to map server or host computer as a network drive. Furthermore, set up computers that will access the files for multi user mode and then set the folder where the company file is stored. In case you have trouble when you map network drive when you use UNC, you can try to use IP address of the server.
Install QuickBooks database server manager on the remote computer
The QuickBooks database server manager is used to configure the QuickBooks server for multi-user access. The steps involved in installing database server manager are:
- At first, download and install QuickBooks Desktop on the main computer.
- Once done with that, choose switch to multi-user mode on the QuickBooks file menu
- You now have to choose yes in the multi-user hosting setup required window.
- Also, note that QuickBooks installs and runs QBDBMgrN.exe as a background service. This service must be running on the system storing the company file even if QuickBooks is not open.
- Now, select ok tab on the multi-user setup information window
- And then, add necessary users by going to company and selecting users then set up users and roles and choose new tab.
Optional: Turn Network Discovery On and Password Protected Sharing Off
The server requires network discovery turned on and is visible to try opening the file using a UNC path. Along with that, windows will ask for a network password in case the password protected shairng is turned on. In case this happens, you can either log in using the network password or turn off the feature. You can carry out this process on the server or host computer and all the workstations that need access to QuickBooks remotely over the network.
- The very first step is to open the control panel.
- After that, select network and sharing center and then choose change advanced sharing settings
- The next step is to expand the profile type that you are using at the moment.
- Now, under network discovery, you need to choose turn on network discovery.
- Once done with that, choose turn off password protected sharing under password protected sharing.
- The last step is to choose save changes.
Locate then open the company file
- You need to first choose open or restore company from the file menu.
- The next step is to choose open a company file and hit next tab
- Now, browse the location of the company file.
- In case your company file is mapped to drive E, then you need to look for the company file name E: in the list.
- The user will then have to choose the company file from the list and click on open tab.
- Toward the end, enter the username and password.
Conclusive lines!!
Between the three options Intuit supports, the right choice depends on how often you need remote access and what your technical setup looks like. For occasional access, the Remote Access tool is the most direct path. For teams who need full-time remote access across multiple users, cloud hosting tends to be the more scalable solution. And if simplicity is the priority, switching to QuickBooks Online removes the hosting question entirely. If you need help deciding which option fits your situation, or if you hit a snag during the setup process, our QuickBooks certified ProAdvisors are available at +1-888-510-9198, we’ll help you get connected and working remotely without the back-and-forth.
Frequently Asked Questions!
Yes, the remote access feature is still available for users. One can make use of QuickBooks remotely regardless of the location.
The remote access feature allows the user to gain access to their devices over network from any place. The user can also perform different activities, manage company files and also perform all the usual accounting tasks.
The major perks of using this feature of QuickBooks are:
1. QuickBooks should be installed on the remote system
2. The user is required to set up hosting service and mapping the network drive
3. You should have seamless internet connectivity
One can perform the below stated steps to map a network drive:
1. The very first step is to click on windows tab
2. Now, move to my computer
3. Also, click on the computer tab and also select the option to map a network drive
4. The last step is to opt for a drive letter that is unused.
5. Also, click on browse
Yes, Intuit’s QuickBooks Remote Access uses encrypted connections to protect your data during remote sessions it doesn’t transmit actual files over the internet, but instead streams a visual of the remote desktop, which significantly reduces exposure. That said, as with any remote access tool, best practices like using strong passwords, enabling two-factor authentication where available, and ending sessions properly when done all contribute to keeping your financial data safe.
QuickBooks Remote Access lets you use your existing QuickBooks Desktop installation remotely your data stays on the host computer and you’re accessing it over the internet. QuickBooks Online, on the other hand, is a completely separate, cloud-native platform your data lives on Intuit’s servers and is accessible from any device through a browser without needing a host computer at all. If you need advanced features specific to QuickBooks Desktop (like certain inventory tracking or industry-specific reports), Remote Access or cloud hosting keeps those available. If simplicity and mobility are the priority, QuickBooks Online is the cleaner long-term option.
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