How to Set Up Multi-User Access in QuickBooks Mac (Local + Remote)

multiuser remote access QuickBooks Mac

Many U.S. businesses using QuickBooks Mac Desktop eventually hit the same roadblock:

“Can two users work in QuickBooks Mac at the same time if one is remote?”

If you’re using QuickBooks 2019 Mac Desktop (or any Mac version), the short answer is yes—but with important limitations. Unlike QuickBooks Windows, the Mac version handles multi-user access very differently, especially when remote users are involved.

This guide explains what’s possible, what’s not, and the best real-world setups for multiuser remote access in QuickBooks Mac.

Understanding QuickBooks Mac Multi-User Mode

Can QuickBooks Mac Be Used by Two Users at the Same Time?

Yes — QuickBooks Mac supports multi-user mode, but only in specific scenarios.

• Multiple Mac users can access the same company file
• All users must connect to the same hosted Mac
• QuickBooks Mac does NOT support server-style hosting like Windows

This is where most confusion starts.

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QuickBooks Mac vs Windows Multi-User: Key Difference

Feature	QuickBooks Mac	QuickBooks Windows
Dedicated server hosting	❌ No	✅ Yes
Cloud hosting support	❌ Limited	✅ Widely supported
Database server manager	❌ Not available	✅ Required
True remote multi-user	❌ No	✅ Yes

QuickBooks Mac cannot host multi-user remotely on its own.
There is no Mac equivalent of the QuickBooks Database Server.

Why QuickBooks Mac Multi-User Is Different

QuickBooks Mac File Hosting Limitations

QuickBooks Mac was designed for peer-to-peer file sharing, not enterprise hosting.

This means:

• The company file must live on one Mac
• Other Macs connect to it over a local network
• Remote access must happen at the operating system level, not QuickBooks itself

Supported Multi-User Setup (Local Network)

Best Case Scenario (All Users On-Site)

If both users are in the same office:

1. Store the company file on one Mac
2. Enable File Sharing in macOS
3. Open QuickBooks Mac → Preferences → Multi-User Mode
4. Additional users open the shared file over the network

✅ Works well
❌ No remote access built into QuickBooks

Local + Remote Multi-User Setup (What Actually Works)

Can One User Remote Into QuickBooks Mac While Another Is Local?

Yes — this is the most reliable workaround.

Option 1: Mac Screen Sharing (Recommended)

How it works:

• The QuickBooks company file stays on one host Mac
• Local user works directly on that Mac
• Remote user connects using:
  • macOS Screen Sharing
  • Apple Remote Desktop
  • Any Mac-compatible remote access tool

Important:
Both users are technically working on the same Mac, which avoids file corruption.

✅ Safe
✅ Supported
⚠️ Performance depends on internet speed

Option 2: Dedicated Host Mac (Best Practice)

For teams with one local and one remote user:

• Use a separate Mac as a dedicated QuickBooks host
• No one uses that Mac physically
• Both users connect remotely

This mimics a server-like setup without violating QuickBooks Mac limitations.

What Does NOT Work (Common Mistakes)

❌ Cloud Hosting QuickBooks Mac Like Windows

Most cloud hosting providers are PC-based only.

• They host QuickBooks Windows, not Mac
• Even if macOS is available, QuickBooks Mac is not supported

❌ Two Users Opening the File From Different Locations

Opening the same company file over:

• Dropbox
• Google Drive
• OneDrive
• VPN file shares

🚫 High risk of data corruption
🚫 Not supported by Intuit

Cloud Hosting Options for QuickBooks Mac

Is There a Cloud Hosting Option for QuickBooks Mac?

Not officially.

Your alternatives:

• Switch to QuickBooks Online (best long-term solution)
• Use remote desktop access to a Mac
• Migrate to QuickBooks Windows + cloud hosting

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Remote User Access QuickBooks Mac: Best Solutions Compared

Setup	Safe	Multi-User	Remote Friendly
File sharing over internet	❌	❌	❌
Dropbox / Drive	❌	❌	❌
Screen Sharing to host Mac	✅	✅	✅
Dedicated host Mac	✅	✅	✅
QuickBooks Online	✅	✅	✅

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Final Verdict

If you need multiuser remote access in QuickBooks Mac, your safest options are:

• ✔️ Screen sharing into one Mac
• ✔️ Dedicated Mac host accessed remotely
• ❌ Not cloud-hosting like Windows

Understanding these limitations upfront can save you data loss, downtime, and frustration, especially during tax season or payroll deadlines.

FAQs – QuickBooks Mac Desktop Collaboration