Access QuickBooks Desktop Company File Located on a Remote Computer

QuickBooks allows you to access company files from any computer, regardless of where the company file is stored. If files are hosted over a network, you can easily get access to them. 

Hosting a company file is done in a few steps, such as mapping the server or host computer as a network drive. Then set up the computer that will access the company files. Also, you will need to set the folder where those files are stored. 

If you are unable to map the network drive when you are using the UNC, you must try to use the IP address of the server to do so. Have a walk-through of the page to access the QuickBooks Desktop company file located on a remote computer.

Pre-requisites to Open File Remotely

The following are the prerequisites for using QB company files remotely on a computer or a server.

• Hosting a computer as a network drive for the private workstation is essential.

• You must keep the username and password handy.

• You are also required to set up the computers that will be accessing the company files in multi-user mode.

• Along with this, you are also required to set up the folders where the company file is placed.

A Stepwise Approach to Accessing the QuickBooks Desktop Company File Located on a Remote Computer

Go through the steps below to access the company file that is located on a remote computer.

Step 1: Install the Database Manager on your remote computer

• First, you need to install the QBDT application on the main computer.

• Then, go to the QB File menu.

• Choose Switch to Multi-User Mode.

• Click Yes in the Multi-user hosting setup required window.

• Even if the QB application is not open, the QB database server manager must be running on the computer storing the company file.

• Choose OK on the multi-user setup information window.

• To add the necessary users, go to the Company and choose Users.

• Then, choose Set up Users and Roles.

• Last, click on New. 

Step 2: Enable Network Discovery and Disable Password Protected Sharing (Optional)

• Go to the Start menu.

• Search for the Control Panel.

• Click on the Network and Sharing Center.

• Tap on the Change advanced sharing settings.

• Now, you need to expand the profile type that you are using.

• Head over to the Network Discovery.

• Choose Turn on network discovery.

• Hover over the Password protected sharing.

• Choose Turn off Password protected sharing.

• Click Save changes.

Step 3: Locate and open the company file

• Head to the File menu.

• Choose Open or Restore Company.

• Tap on the Next option.

• Now, browse the location of the company file. If your company file is mapped to drive (E), search for the Company Files Name (E:) in the list.

• Choose the company file that has the extension .qbw from the list.

• Click Open.

• And if you are asked, enter the username and password. 

  
  

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QuickBooks Desktop Company File Located on a Remote Computer – FAQs

What Does It Mean When a QuickBooks Desktop Company File Is Located on a Remote Computer?

• When a QuickBooks Desktop company file is located on a remote computer, it means the primary data file is stored on a different system rather than the local workstation. Users access the file over a network or remote environment instead of opening it directly from their own device.

Why Do Businesses Store QuickBooks Company Files on Remote Computers?

• Businesses store QuickBooks company files on remote computers to allow centralized access, improve collaboration, and maintain data consistency. This setup supports multiple users working from different locations while keeping financial information stored in one secure place.

How Does Remote File Storage Affect QuickBooks Performance?

• Performance depends on network stability and system configuration. A remote company file may open slower if connectivity is weak, but with proper setup, users can work efficiently without noticeable delays or interruptions during daily accounting tasks.

Can Multiple Users Access a Remote QuickBooks Company File?

• Yes, multiple users can access a company file stored on a remote computer when multi-user mode is properly enabled. This allows team members to work simultaneously while ensuring data changes are updated across the shared environment.

Is a Remote Company File Safe in QuickBooks Desktop?

• A QuickBooks company file stored on a remote computer is safe when access permissions are properly managed. Security depends on user controls, system protection, and proper handling of login credentials to prevent unauthorized access.

What Common Issues Occur with Remote QuickBooks Company Files?

• Common issues include connection interruptions, file access delays, permission conflicts, and synchronization problems. These challenges usually arise from network instability or incorrect configuration between the local system and the remote computer.

How Does File Location Impact QuickBooks Data Integrity?

• File location does not affect data integrity when the remote computer remains stable and accessible. Problems occur only if connections drop unexpectedly or if multiple users attempt to access the file without proper coordination.

Can a Remote Company File Be Accessed from Different Locations?

• Yes, a QuickBooks Desktop company file stored remotely can be accessed from different locations as long as users have proper credentials and a stable connection to the remote system hosting the file.

What Role Does Network Connectivity Play in Remote File Access?

• Network connectivity plays a critical role in accessing a remote QuickBooks company file. A consistent and reliable connection ensures smooth file opening, saving, and real-time updates during accounting operations.

Does Working with a Remote File Affect Data Backup Processes?

• Backup processes remain effective with remote company files when performed correctly. Backups capture the same financial data regardless of file location, provided the remote system remains accessible during the backup operation.

Who Benefits Most from Hosting QuickBooks Files Remotely?

• Remote file hosting benefits businesses with distributed teams, accountants working offsite, and organizations that require shared access to financial data without maintaining multiple local copies of the same company file.

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Closing Remarks

At the end of the blog, we understood that there are up to 3 steps that are required to access the QuickBooks Desktop company file located on a remote computer. 

The steps include installing the database server manager on the remote computer, enabling network Discovery and disabling password-protected sharing, and opening the company file.

 

But if you want professionals to guide you, give a call to +1(855)-510-6487 and talk to a QB expert.