When QuickBooks Hosting Mode is off, it can disrupt multi-user access and lead to serious workflow interruptions in accounting firms and business environments. If you’re encountering collaboration issues or multi-user errors in your QuickBooks Desktop environment, understanding and enabling the correct QuickBooks Hosting Settings is critical.
In this guide, we’ll walk you through how to turn on QuickBooks hosting mode, common reasons it's turned off, and the best practices to ensure a seamless multi-user setup.
Also Read : An Expert Guide For QuickBooks Enterprise Cloud Hosting
What Does “Hosting Mode Is Off” in QuickBooks Mean?
Hosting Mode in QuickBooks Desktop enables the central computer (usually a server or a powerful workstation) to host your company files so that other users can access it simultaneously in multi-user mode. When the hosting mode is off, QuickBooks cannot share the file with other users across the network. This disables real-time collaboration and can prevent teams from accessing updated financial records concurrently.
Why Is Hosting Mode Important in Multi-User QuickBooks Setup?
QuickBooks Desktop’s multi-user mode depends entirely on hosting being enabled on the server. Without this:
- Users may see the error “Only one user at a time can access this company file.”
- File locking and version conflicts may occur.
- Company operations slow down due to manual syncing or file transfers.
- Real-time collaboration is impossible, increasing the chance of accounting mistakes.
How to Check If QuickBooks Hosting Mode Is Off
Here’s how to confirm whether hosting is currently disabled:
- Open QuickBooks on the server computer.
- Click File > Utilities.
- If you see “Host Multi-User Access,” then hosting is OFF.
- If you see “Stop Hosting Multi-User Access,” then hosting is ON.
How to Turn On Hosting Mode in QuickBooks
To enable QuickBooks Hosting Mode, follow these steps on the server computer only (not on workstations):
- Launch QuickBooks Desktop on the host machine (server).
- Navigate to File > Utilities.
- Select “Host Multi-User Access.”
- Click Yes to confirm.
- Restart QuickBooks for changes to apply effectively.
Once this is done, workstations should be able to switch to multi-user mode without issues.
Best Practices When Turning On Hosting Mode
1. Host Only on One System
Only the server system (the one with the company file) should have hosting enabled. All other systems must not host.
To disable hosting on workstations:
- Go to File > Utilities.
- If you see “Stop Hosting Multi-User Access,” click it to disable hosting.
2. Use QuickBooks Database Server Manager
Install and configure QuickBooks Database Server Manager on the host machine to manage network connections efficiently and scan folders containing company files.
- Navigate to Start > Programs > QuickBooks > Database Server Manager.
- Click Scan Folders and add the folders where company files are stored.
- Click Scan and wait for confirmation.
3. Enable Necessary Firewall & Port Settings
QuickBooks needs specific ports open to work in multi-user mode. These are:
- QuickBooks Desktop 2024: Port 8019, 56728, 55378–55382
- Ensure your firewall settings allow these connections.
- Allow QuickBooks and QBDBMgrN.exe in firewall exceptions.
Troubleshooting Hosting Mode Issues
Issue 1: Hosting Keeps Turning Off
- Ensure only the server hosts the file.
- Run QuickBooks File Doctor Tool to fix configuration issues.
- Restart QuickBooks services (QBCFMonitorService, QBDBMgrN) from Windows Services.
Issue 2: Workstations Can’t Switch to Multi-User Mode
- Check if the server is powered on and QuickBooks is running.
- Verify network connectivity and folder sharing permissions.
- Turn off antivirus or third-party firewalls temporarily to test access.
How to Enable Hosting on QuickBooks Cloud Hosting Platforms
For businesses using QuickBooks on a cloud-hosted server (such as a Dedicated Cloud Server or Virtual Desktop):
- Contact your cloud service provider to verify that multi-user access is enabled.
- Confirm that the server is running QuickBooks Database Server Manager.
- Check that all users access the same hosted file path via mapped drives or UNC paths
Benefits of Keeping QuickBooks Hosting Mode Enabled
Keeping QuickBooks Hosting Mode on ensures:
- Simultaneous multi-user access
- Real-time data accuracy
- Reduced downtime and file conflict risks
- Seamless cloud-hosted QuickBooks experience
- Improved team collaboration and productivity
Common Mistakes to Avoid with Hosting Mode
- Enabling hosting on every workstation – This causes conflicts.
- Not updating QuickBooks Database Server Manager – Always match with your QuickBooks version.
- Assuming network issues are QuickBooks issues – Test connectivity separately.
- Neglecting user permissions – Set appropriate Windows folder and file permissions for shared folders.
Conclusion: Keep QuickBooks Hosting Mode On for Seamless Multi-User Access
If your QuickBooks hosting mode is off, it’s critical to enable it correctly on the host system and keep it off on all other workstations. Whether you're using QuickBooks locally or via a cloud-hosted environment, proper hosting settings ensure that your team can collaborate efficiently and without disruption.
By following these step-by-step instructions and best practices, you’ll eliminate common QuickBooks multi-user errors and create a more reliable, scalable accounting environment.
