How to Access QuickBooks Desktops Remotely - V2 Cloud

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How to Access QuickBooks Desktops Remotely

  • October 3, 2022
  • Author: V2 Cloud

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How to Access QuickBooks Desktops Remotely

QuickBooks Desktop is a Windows-based tool developed by Intuit and prominent in the accounting world. The increase in global reliance on remote access to applications, software, and computers has led to the desire to access QuickBooks Desktops remotely. In this quick guide, let me show you everything you need to know about accessing QuickBooks Desktop remotely.

Understanding the Basics of QuickBooks

Before you decide on the right way to remotely access QuickBooks Desktop, there are a few things you must consider;

QuickBooks Desktops

QuickBooks Desktops is part of the QuickBooks package developed by Intuit. The others are QuickBooks Online and QuickBooks Mac.

QuickBooks Desktops is a Windows-only software locally installed on the client/organization. It has the most extensive features and capabilities of the three versions.


Another factor you must consider when choosing the right method is the connection between the remote and server computers. If you want a method that allows you to access QuickBooks over the internet, you need to choose a method that allows that. The same thing applies when both computers are connected via the same network.

Additional Costs

Some of the methods are free, while others might require you to pay extra. Choose the method that aligns with your budget.

Accessing QuickBooks Desktop as a Standalone Individual

Remotely accessing QuickBooks Desktop as a standalone individual differs from remotely accessing a company server. There are two methods to access QuickBooks Desktop remotely as an individual.

Method One: Switch QuickBooks Online

QuickBooks Online is an online QuickBooks package, unlike QuickBooks Desktop. It is available on the cloud. Therefore, it is accessible anytime and places using an internet network.

Although like QuickBooks Desktop, QuickBooks Online does not have many extensive features unless you use the Advanced version. Therefore, you should only consider switching to QuickBooks Online if you are a small or medium business. Create a QuickBooks Online account and move your company data after switching to QuickBooks Online.

Method Two: Use a Remote Desktop Connection Software

Use a remote desktop connection software to access QuickBooks Desktop remotely. There is a lot of software you can use. However, since QuickBooks Desktop is Windows-based, the most common is Windows Remote Desktop Connection. Here are a few things to note about to access QuickBooks

  • The Remote Desktop Connection on Windows is compatible with computers connected via a local network or internet (this requires a further setting).
  • Remote Desktop Connection software is better suitable for computers connected over the same network.
  • With the Windows Remote Desktop Connection, you can access QuickBooks on Mac, Android, and iOS.
  • Remote Desktop Connection requires the two computers to be powered on.

Aside from the Windows Remote Desktop Connection, other software you can use include Chrome, Teamviewer, and Splashtops. However, the only disadvantage to this method is that both computers must be powered on and connected (internet or local network).

Accessing QuickBooks Desktop Remotely from a Company Server

You can also remotely access QuickBooks Desktop from a company server. There are two ways of doing this, depending on whether you install the QuickBooks Desktop on the client computer or host it on a cloud server.

Step 1: Download and install QuickBooks Desktop

On the server computer, download and install QuickBooks Desktop

Download QuickBooks Desktop and open

Under the Install Type, click on Custom and Network

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Select I’ll be using QuickBooks Desktop on this computer, AND I’ll be storing…

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Follow the on-screen instructions to finish the installation.

Step 2: Map network drive

By mapping the drive containing the QuickBooks file on the server computer, the drive becomes accessible on other drives, servers, or computers with the same network. Below are the steps taken to map a network drive on Windows 10

Open Windows Explorer on the server computer

Under the upper tab, select Map a network drive.

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Select any unused drive letter

Click on Browse.

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Navigate to the network location of your QuickBooks Desktop company file.

Click OK, then Finish.

Reopen your QuickBooks company file from the newly mapped drive.

Set up the folder permissions on the server computer, so the company files are accessible on the network.

Step 3: Set Up the Database Server Manager

QuickBooks Database Server Manager comes installed with QuickBooks Desktop on the server computer. It allows the server computer to share company files with workstations.

Ensure that the hosting account has admin rights and the hosting account for the Database Server Manager has admin rights. Then use the Database Server Manager to scan the folder that holds your company files. Use the guide below:

Launch the QuickBooks Database Server Manager

Click on Browse and navigate to the company file

Select the company file

Click on Scan

On completion, close the QuickBooks Database Server Manager

Furthermore, you can also turn on Network Discovery and off Password Protected Sharing using the server computer’s Control Panel

Step 4: Turn on hosting on the server computer

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Launch the QuickBooks Desktop

Navigate to the File menu and hover over Utilities.

Select Host Multiuser Access and click on Yes

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Go to Company and then Users

Click on Set up Users and Role

Click on New and add the necessary users

Step 5: Install QuickBooks Desktop on your workstation

Download QuickBooks Desktop and open

Under the Install Type, click on Custom and Network

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Select I’ll be using QuickBooks Desktop on this computer, AND I’ll be storing…

Follow the on-screen instructions to finish the installation.

Sign in as a user with admin rights on your server computer and workstations.

Locate and open the company file and begin work.

Method Three: Hosting QuickBooks in Cloud

Instead of installing the QuickBooks Desktop on a local computer, you can host the accounting tool on a cloud server. Consequently, you can access the hosted data files at any location. Intuit uses the Right Networks to host QuickBooks in the cloud.

On hosting, you can also use a remote desktop connection to connect. While this method is easy, hosting on Right Networks or other Intuit-supported hosting services comes at a hefty price.

Access QuickBooks Desktops Remotely using V2 Cloud

Of all the methods highlighted above, hosting the QuickBooks Desktops in the cloud and remotely accessing it from there is the most efficient. Nevertheless, you should not lose the best way to access QuickBooks Desktops, and with V2 Cloud, you get access to a platform that trumps others in terms of features and price. The cloud infrastructure software allows you to create and remotely access desktops, servers, and applications without hidden fees and complicated setup. Get started with a risk-free 7-day trial and experience freedom, simplicity, and scalability without losing performance.

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