sophialoren
Member
QuickBooks multi-user mode usually fails because of hosting, network, or Windows permissions/firewall issues, and you can usually fix it with a few checks on the server and workstations.
1. Quick checks first
Do these on the server and workstations:
On the server (the machine that stores the .QBW file):
On the server, for the folder that contains the company file (.QBW):
If you see H202 / H505 / H101 / H303 or “cannot communicate with server,” it is often firewall/ports.
On the server:
If, after these steps, you still cannot switch to multi-user mode:-
1. Quick checks first
Do these on the server and workstations:
- Make sure all computers are on the same network and can ping the server name/IP (Command Prompt → ping SERVERNAME).
- Confirm everyone is on a supported QuickBooks Desktop version and same year/release, then close QuickBooks on all machines and restart them.
- Open the company file from a mapped network drive (e.g. Q:\Company\file.qbw), not from a disconnected or old path.
On the server (the machine that stores the .QBW file):
- In QuickBooks:
- Go to File → Utilities → Host Multi-User Access if you see that option. If you see Stop Hosting Multi-User Access, hosting is already on, so leave it.
- On workstations (non-server PCs):
- Go to File → Utilities and ensure Host Multi-User Access is shown. If it shows Stop Hosting Multi-User Access, click it so that only the server is hosting.
- Press Windows + R → type services.msc → Enter.
- Find QuickBooksDBXX and QBCFMonitorService:
- Set Startup type = Automatic and Service status = Running/Started, start them if stopped.
- In the Recovery tab, set First/Second/Subsequent failure = Restart the Service.
On the server, for the folder that contains the company file (.QBW):
- Right-click folder → Properties → Sharing:
- Click Advanced Sharing → Share this folder and give Full Control to Everyone or your QB user group.
- Go to the Security tab:
- Ensure QBDataServiceUserXX (and users who need access) have Full Control; click Edit to allow it if needed.
- On server and workstations: Control Panel → Network and Sharing Center → Change advanced sharing settings.
- Turn on Network discovery and File and printer sharing.
If you see H202 / H505 / H101 / H303 or “cannot communicate with server,” it is often firewall/ports.
- In Windows Firewall on the server:
- Go to Allow an app through Windows Firewall and allow QuickBooks and QuickBooksDBXX on Private and Public networks.
- If needed, create Inbound and Outbound rules for QuickBooks ports for your version (e.g. 8019 and specific year ports) and allow the connection.
- Temporarily disable any third-party antivirus/firewall to test; if multi-user starts working, add permanent exceptions for QuickBooks and the ports.
On the server:
- Run QuickBooks Database Server Manager:
- Open it from the Start menu, point it to the folder that holds your company file, and Scan the folder so the server shares it correctly.
- Then, on each workstation:
- Open QuickBooks → File → Open or Restore Company → browse to the company file on the server → open in Multi-user mode and test.
If, after these steps, you still cannot switch to multi-user mode:-
- Check if the company file opens locally on the server in multi-user; if yes, the issue is likely network or workstation configuration, not the file.
- Try creating a new Windows admin user on the workstation and test QuickBooks under that profile, in case the profile is corrupt.
- If you repeatedly see H202/H505 errors even after fixes, use Intuit’s official H202/H505 repair guide or QuickBooks Tool Hub for automatic diagnostics.