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Quickbooks best practices

Quickbooks recommendations for:

A) Quickbooks Online

B) Quickbooks Desktop

*As of today ALL versions of Quickbooks require a subscription.

Quickbooks Online Subscription:

1) No need to install or update software (it’s automatic)

2) No need to worry about backup (data is stored on Quickbooks servers)

3) Using it with multiple users is easier and more cost-effective

4) Accessible anywhere, anytime via the web browser or mobile app on your phone

5) Removes the need for costly network setup and maintenance

6) Integrates w/ other online services more easily (doesn’t require access to your network)

7) Small monthly fee vs. large one-time fees with the Desktop software

Quickbooks Desktop Pro Plus Subscription:

1) Nearly flat learning curve (not much changes year-to-year in the user interface)

2) Cheaper for single users than the comparative QB Online plans

3) Best for unreliable internet at location

4) Annual fee vs. monthly

5) Only option if accounting or other features are not available in the QB Online counterpart

Best practices for using Quickbooks Desktop on a Single computer:

A) Security

B) User Management

C) Backup


1) Long, hard to guess, passwords

2) Always SIGN OUT (avoid unauthorized access)

3) Don’t share logins

4) Restrict access to components that basic users do not need to see

User Management

1) Create separate QB users so you can track what changes were made, when, and by whom

2) Tailor each user’s permissions so that they are appropriate for their job

3) Education - Make sure everyone knows how to log out vs. closing the program, is aware of backup procedure, etc.


1) We advise against using the Intuit Data Protect backups as they are easily corrupted and are very difficult to restore

2) Run a backup every time the company file closes (File>Create Backup> Schedule Future Backups and look for auto backup setting)

3) Understand the difference between the different backup types:

a. Manual Backup – Run once and lets you choose the location and naming scheme

b. Auto-Backup – Runs when the company file is closed (we recommend setting this to 1 so the backup runs EVERY time the file is closed)

c. Scheduled Backup – Very problematic but is useful for making sure the backup location is not accidentally changed by one of the previously mentioned backup methods.

d. When running QB Backups, keep in mind that whenever you change the save location, QB remembers that. Only SCHEDULED backups retain an independent save location.

4) Understand the restore process:

a. Use a backup/restore as opposed to moving the company file manually

b. Make sure you know WHERE you are restoring your file to (lot’s of times people restore the backup to the same location the backup CAME FROM because of QB’s confusing restore “wizard”)

5) Specify the number of backup copies to keep (client preference)

6) DO NOT CHANGE THE BACKUP LOCATION (just copy and paste the backup file after it runs) Changing the backup location causes the setting to “stick” to whichever location was last used to run a backup and this easily gets overlooked.

7) Run the backup to OneDrive, DropBox, or Google Drive for safe-keeping

8) DO NOT place the working company file in any CLOUD STORAGE environment. This will cause QB to have issues. Only run BACKUPS to cloud storage as the constant sync of the database is problematic for services that want to constantly keep files in sync.

Best practices for using Quickbooks in Multi-user mode:

A) Server installation options

B) Services

C) Networking

Server Installation

1) QB Desktop can be installed on any computer (server or workstation) that can be left on 24/7.

2) This device should have an SSD

3) Gigabit Ethernet connection for optimal performance

4) It is best to choose the “Custom” install option at setup and select “I’ll be using Quickbooks on this computer AND storing our company file…” That way you can check for updates on the server and do troubleshooting that would not be possible if you don’t have the full program installed.

5) The company file should be located in C:\Users\Public\Documents\Intuit\Company Files. This is the default location for QB company files and is best for sharing out over the network as it is already inheriting the appropriate permissions.


1) On the Server:

a. Quickbooks Database server (QuickbBooksDB31) should be set to “automatic” and have the logon user set to “system”

b. Function Discovery Resource Publication should also be set to run automatically

2) On the Workstations:

a. Function Discovery Provider Host should be set to run automatically

b. SSDP Discovery should also be set to run automatically


1) Use the Quickbooks Database Manager utility to share out the QB company file

2) ALWAYS make sure the workstations can browse out to the shared directory on the server.

3) NEVER use a mapped network drive to give Quickbooks a “shortcut” to the company file. The full UNC path to the company file must be used or you WILL have problems in Multi-User mode.


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