How to Fix QuickBooks Hosting Mode is Off Issue?

QuickBooks Desktop uses Hosting Mode to support multi-user access and allow multiple users to work on the same company file through a network. When QuickBooks Hosting Mode is Off, users face difficulties while accessing company files from workstations. This issue prevents QuickBooks from working properly in a multi-user environment and affects daily accounting tasks. This guide explains the reasons behind this issue and provides step-by-step methods to fix the QuickBooks Hosting Mode is off issue.

What Does QuickBooks Hosting Mode Mean?

QuickBooks Hosting Mode allows a server computer to host the company file and share it with other computers connected to the same network. This feature is important for businesses that use QuickBooks Desktop in a multi-user environment.

When hosting mode is enabled, QuickBooks Database Server Manager manages company file access and allows multiple users to work on the same file simultaneously.

QuickBooks uses two main components for network access:

• Server Computer: Stores and hosts the QuickBooks company file.
• Workstations: Computers that access the company file through the network.

Only the server computer should enable hosting mode. Workstations must keep hosting disabled to avoid conflicts.

Major Reasons Why QuickBooks Multi-User Mode is Disabled

Review the common causes below to identify the right solution for your QuickBooks hosting issue:

• QuickBooks Database Server Manager is not installed on the server computer.
• QuickBooks Database Server Manager fails to open the company file due to internal issues.
• Windows file permissions for QuickBooks Desktop are incorrectly configured.
• Network problems prevent workstations from connecting to the server.
• Multi-user settings are incorrectly configured on the server or workstations.
• Windows Firewall or antivirus software blocks communication between the server and workstations.
• The server name is missing from the Windows Hosts file, causing QuickBooks Multi-User Mode issues.

What to Check Before Enabling Hosting Mode in QuickBooks Desktop

Before troubleshooting QuickBooks Multi-User Mode issues, verify the following requirements. Check these settings first, and continue with the solutions when the issue remains unresolved.

Step 1: Verify System Configuration

Ensure that QuickBooks Desktop installed on the server and workstations meets the required system specifications. Update or fix any configuration issues before continuing with troubleshooting.

Step 2: Check if Any Workstation is Hosting the Company File

On the Server System:

• Open QuickBooks Desktop.
• Go to the File menu.
• Select Utilities.
• Choose Host Multi-User Access when available.

Note: Select Stop Hosting Multi-User Access when it appears.

On the Workstations:

• Open QuickBooks Desktop.
• Go to the File menu.
• Select Utilities.
• Do not select Host Multi-User Access when it appears.
• Select Stop Hosting Multi-User Access when available and repeat the steps on all workstations.

After checking these prerequisites, proceed with the troubleshooting solutions to fix the QuickBooks ‘Hosting Mode is Off’ issue.

Verified Methods to Fix ‘QuickBooks Hosting Mode is Off’ Issue

When QuickBooks Hosting Mode is disabled, users often face problems while accessing company files through multi-user mode. Follow the verified troubleshooting methods below to enable hosting mode and restore smooth network access in QuickBooks Desktop.

Method 1: Install QuickBooks Database Server Manager

QuickBooks Hosting Mode requires QuickBooks Database Server Manager (QDSM) to share company files across a network. QuickBooks Database Server Manager allows the server to share company files with workstations. Install or repair the latest QuickBooks Database Server Manager if it is missing or not working properly.

Download the QuickBooks setup file and complete the installation process.

Important: If you manage multiple QuickBooks Desktop versions on the same network, install QuickBooks Database Server Manager versions in order. Start with the oldest version and install the latest version last.

Step 1: Install QuickBooks Database Server Manager on the Server

• Close QuickBooks and all running applications on the server computer.
• Open File Explorer and go to the Downloads folder.
• Open the Setup_QuickBooks.exe file.
• Follow the installation wizard instructions.
• Select Custom and Network Options when QuickBooks asks for the installation type.
• Avoid choosing Express Install.

Note: Custom installation provides better control over network settings and troubleshooting.

• Select the required network installation option and click Next.

QuickBooks provides two options:

• I’ll be using QuickBooks Desktop on this computer, AND I’ll be storing our company file here so it can be shared over the network:
  • Select this option to use QuickBooks Desktop and host company files on the server.
• I will NOT be using QuickBooks Desktop on this computer:
  • Select this option when you only need QuickBooks Database Server Manager on the server.
• Click Install and allow Windows permission when prompted.
• Complete the installation.

Note: QuickBooks creates a separate Windows user account for each Database Server Manager version. For example, QuickBooks Database Server Manager 2023 creates QBDataServiceUser33. Provide this user access to folders containing QuickBooks company files.

Step 2: Configure QuickBooks Database Server Manager Services

Follow these steps to configure QuickBooks services manually:

• Click the Windows Start button.
• Search for Services and open it.
• Open the QuickBooksDBXX service.
• Open the General tab and check the service status.
• Click Stop if the status shows Started or Running.
• Set Startup Type to Automatic.
• Open the Log On tab and verify that the default QBDataServiceUserXX account is selected.
• Open the Recovery tab.
• Select Restart the Service for:
  • First failure
  • Second failure
  • Subsequent failures
• Return to the General tab and click Start to restart the QuickBooks Database Server Manager service.

Open QuickBooks Desktop on the server and enable Multi-User Mode. Continue with the next solution if the QuickBooks ‘Hosting Mode is Off’ issue remains.

Method 2: Test the Server Connection from Workstations

A stable network connection between the server and workstations is necessary for QuickBooks multi-user access. Ping the server from each workstation to verify that all computers communicate correctly.

Step 1: Enable Network Discovery

Enable Network Discovery on the server and at least one connected workstation.

Follow these steps:

• Open the Windows Start menu on the server and workstation computers.
• Search for Network and open Network and Sharing Center.
• Select Change Advanced Sharing Settings.
• Turn on:
  • Network Discovery
  • File and Printer Sharing

Step 2: Find the Server Name

Get the server name from the computer where the company file is stored.

• Open the Start menu on the server.
• Search for Run and press Enter.
• Type CMD in the Run window and click OK.
• Enter the command: ipconfig/all
• Press Enter.
• Find the Host Name under the Windows IP Configuration section.
• Note down the server name.

Step 3: Ping the Server from Workstations

Check the network connection from each workstation:

• Open the Start menu on the workstation.
• Search for Run and press Enter.
• Type CMD and click OK.
• Enter the following command: ping your-server-name
  • Note: Replace “your-server-name” with the actual server name. Do not include brackets.
• Press Enter.
• Repeat the same steps on every workstation connected to the network.

Method 3: Update the Windows Hosts File on Server and Workstations

Editing the Windows Hosts file helps QuickBooks identify the correct connection between the server and workstations. Use this method when previous troubleshooting steps fail to resolve the QuickBooks Multi-User Mode Not Working issue.

Step 1: Collect Computer Names and IP Addresses

Before editing the Hosts file, collect the IP addresses and system names of the server and workstations.

Make sure you sign in with Windows administrator access.

Follow these steps on the server and each workstation:

• Press Windows + R to open the Run window.
• Type CMD and press Enter.
• Enter the command: ipconfig /all
• Press Enter.
• Note down:
  • Host Name
  • IPv4 Address

Step 2: Edit the Windows Hosts File

Perform these steps on both the server and workstations:

• Close QuickBooks Desktop.
• Open File Explorer.
• Navigate to one of the following locations:

C:\Windows\System32\Drivers\Etc

or

C:\Windows\Syswow64\Drivers\Etc

• Locate the Hosts file.
• Right-click the file and open it with Notepad.
• Add the IP address followed by the computer name.
• Press the Tab key between the IP address and system name.
• Just make sure:
• The server Hosts file contains workstation IP addresses and names.
• Each workstation’s Hosts file contains the server IP address and name.

Step 3: Save the Updated Hosts File

After adding the required information:

• Open the File menu in Notepad.
• Select Save As.
• Enter “hosts” as the file name, including quotation marks.
• Save the file on the Desktop.
• Locate the saved file and right-click it.
• Select Copy.
• Go back to the Hosts file location:
  • C:\Windows\System32\Drivers\Etc or
  • C:\Windows\Syswow64\Drivers\Etc
• Right-click the existing Hosts file.
• Select Rename.
• Add OLD to the file name and confirm the change.
• Press Ctrl + V to paste the updated Hosts file.
• Select Continue when Windows requests permission.

After updating the Hosts file, open QuickBooks Desktop on the workstation and try accessing the company file. Check if the QuickBooks Hosting Mode is Off error has been resolved.

Method 4: Scan Company File Folders Using QuickBooks Database Server Manager

QuickBooks Database Server Manager helps detect and configure folders that store company files for network access. When QuickBooks Hosting Mode is Off, scanning the company file folders through QDSM allows workstations to locate and access the shared files.

Follow the steps below to scan company file folders:

• Open the Windows Start menu on the server computer.
• Search for QuickBooks Database Server Manager and press Enter.
• Open the Scan Folders tab.
• Click Browse and select the folders that contain QuickBooks company files (.QBW).
• Click OK after selecting the required folders.
• Select Start Scan.

After the scan completes, the selected folders appear under the QuickBooks Company Files Found section. Users connected to the network should now access the company files from their workstations.

Open QuickBooks Desktop and check if you can enable Multi-User Mode. Continue with the next troubleshooting method when the hosting issue remains unresolved.

Method 5: Run QuickBooks File Doctor

QuickBooks File Doctor helps diagnose and repair common company file and network connection problems that affect multi-user access. Running this tool on the server computer helps fix issues that cause QuickBooks Hosting Mode to be Off.

To use QuickBooks File Doctor, first install QuickBooks Tool Hub on your system. After downloading the tool, follow the steps below.

Step 1: Install QuickBooks Tool Hub

Follow these steps to install QuickBooks Tool Hub:

• Press Windows + E to open File Explorer.
• Select the Downloads folder from the left panel.
• Locate the QuickBooksToolHub.exe file.
• Double-click the setup file to start the installation.
• Follow the instructions displayed by the installation wizard.
• Accept the Terms and Conditions to continue.
• After installation completes, open QuickBooks Tool Hub from the desktop shortcut.

Step 2: Run QuickBooks File Doctor

After installing QuickBooks Tool Hub, use QuickBooks File Doctor to scan and repair issues with company files.

• Open QuickBooks Tool Hub.
• Select Company File Issues from the left menu.
• Click Run QuickBooks File Doctor.
• Wait for the tool to open.

Note: QuickBooks File Doctor does not open automatically in some cases. Open the Windows Start menu, search for QB Desktop File Doc, and launch the tool manually.

• Select the affected company file from the drop-down list.

Note: Use the Browse and Search option when the company file does not appear in the list.

• Select Check your file and click Continue.
• Enter the QuickBooks Desktop administrator password.
• Click Next to begin the scanning process.

The scanning time depends on the size of your company file. Large files require more time to complete the scan. QuickBooks File Doctor usually takes several minutes to finish the process.

After the scan completes, open QuickBooks Desktop and try enabling Multi-User Mode.

Note: QuickBooks File Doctor sometimes displays an unsuccessful scan message even after fixing the underlying issue.

Method 6: Verify Folder and Windows Access Permissions

QuickBooks requires proper folder and Windows permissions to access company files in multi-user mode. Incorrect permissions stop QuickBooks Database Server Manager from sharing files over the network and cause the QuickBooks Hosting Mode is Off issue. Follow the steps below to review and update the required permissions.

Step 1: Check Company File Folder Permissions

First, verify that the folder containing the QuickBooks company file has the correct access permissions.

• Open the Windows Start menu.
• Search for File Explorer and press Enter.
• Locate the folder that stores the QuickBooks company file.
• Right-click the folder and select Properties.
• Open the Security tab.
• Click Advanced and select QBDataServiceUserXX.
• Choose Edit and make sure the following permissions are set to Allow:
• Traverse Folder / Execute File
• List Folder / Read Data
• Read Attributes
• Read Extended Attributes
• Write Attributes
• Write Extended Attributes
• Read Permissions
• Create Files / Write Data
• Create Folders / Append Data

Update Folder Permissions When Access Is Missing

Follow these steps when the required permissions are not enabled:

• Right-click the company file folder.
• Select Properties.
• Open the Security tab and click Edit.
• Select QBDataServiceUserXX.
• Enable Full Control under the Allow column.
• Click Apply and then select OK.

Step 2: Adjust QuickBooks Folder Permissions

QuickBooks uses several folders to store program files, configuration data, and company file information. Update permissions for the required folders to avoid access problems.

• Open File Explorer from the Windows Start menu.
• Locate the following QuickBooks folders:
  • C:\Program Data\Intuit\Entitlement Client\v8
  • C:\Program Data\Intuit\Entitlement Client\v6.0
  • C:\Program Data\Intuit\Entitlement Client\v5
  • C:\Program Data\Intuit\Entitlement Client\v3
  • C:\Program Data\Intuit\Entitlement Client
  • C:\Program Data\Intuit\QuickBooks Enterprise Solutions X.0
  • (X represents the QuickBooks version.)
  • C:\Program Data\Intuit\QuickBooks 20XX
  • (XX represents the QuickBooks year.)
  • C:\Program Data\COMMON FILES\INTUIT
  • C:\Program Data\COMMON FILES\INTUIT\QUICKBOOKS
  • C:\Users\Public\Public Documents\Intuit\QuickBooks\FAMXX
  • C:\Users\Public\Public Documents\Intuit\QuickBooks\Company Files
  • C:\Users\Public\Public Documents\Intuit\QuickBooks\Sample Company Files\QuickBooks Enterprise Solutions X.0
  • C:\Users\Public\Public Documents\Intuit\QuickBooks\Sample Company Files\QuickBooks 20XX

Note: The available folders depend on your QuickBooks Desktop version. You might not find every folder listed above.

• Right-click each available folder.
• Select Properties.
• Open the Security tab.
• Select QBDataServiceUserXX or the required Windows user from the Group or User Name section.

When Everyone does not appear in the list:

• Click Add.
• Enter QBDataServiceUserXX or the required Windows user in the object name field.
• Click OK.

Step 3: Configure Windows Sharing Permissions for Company Files

QuickBooks needs proper Windows sharing permissions to allow users on the network to access company files.

For Windows 10:

• Open the Windows Start menu.
• Search for File Explorer and press Enter.
• Right-click the folder containing the QuickBooks company file.
• Select Properties.
• Open the Sharing tab.
• Click Share and select Add.
• Choose QBDataServiceUserXX for your QuickBooks version.
• Set the permission level to Full Control.
• Click Share to save the changes.

After updating folder and Windows access permissions, restart QuickBooks Desktop and check Multi-User Mode. Proceed to the next solution when the QuickBooks Hosting Mode is Off error continues.

Method 7: Create a Windows User Account with Administrator Permissions

QuickBooks Multi-User Mode requires proper Windows permissions. A Windows Administrator account helps modify firewall settings, manage folder permissions, and configure QuickBooks services.

QuickBooks Database Server Manager and related services require the correct folder permissions to host company files over the network. Follow the steps below to create an administrator account and assign permissions.

Step 1: Create a Windows User Account with Admin Access

Create a local Windows user account and change it to an administrator account.

• Open Start and search for Settings.
• Go to Accounts >> Family & Other Users. (Some Windows versions show this as Other Users.)
• Select Add someone else to this PC.
• Click I don’t have this person’s sign-in information.
• Choose Add a user without a Microsoft account.
• Enter the username and password, then click Next.

Change Local Account to Administrator Account

• Go to Start > Settings > Accounts.
• Open Family & Other Users.
• Select the new local account and click Change Account Type.
• Choose Administrator and click OK.
• Sign in with the new administrator account.

Note: Confirm that the account shows Local Account below the username. An account with an email address is a Microsoft account, not a local Windows account.

Step 2: Review the QuickBooks Service Account Configuration

QuickBooks Database Server Manager creates a Windows user account during installation. This account requires administrator permissions to host company files in a multi-user environment.

• Close QuickBooks Desktop.
• Open Control Panel from the Start menu.
• Select User Accounts.
• Find the QuickBooks Database Server Manager user account for your QuickBooks version.

Example:

QuickBooks Desktop 2020 uses QBDataServiceUser20.

• Select Change Account Type.
• Keep the default account settings and save the changes

Repeat these steps for every installed version of QuickBooks Database Server Manager.

Important: Do not change the default settings for QuickBooksDBXX or QBCFMonitorService accounts.

Method 8: Manually Configure Firewall and Security Settings for QuickBooks

Firewall restrictions often block QuickBooks from communicating with the server and prevent users from accessing company files in multi-user mode. Configure Windows Firewall settings manually to allow QuickBooks connections and resolve the QuickBooks Hosting Mode is Off issue. Here are the steps below to create firewall exceptions for QuickBooks ports and program files.

Step 1: Add QuickBooks Firewall Port Exceptions

QuickBooks requires specific ports to communicate through the network. Add firewall port exceptions for your QuickBooks Desktop version by following these steps:

• Open the Windows Start menu.
• Search for Windows Firewall and press Enter.
• Open Windows Defender Firewall with Advanced Security.
• Select Inbound Rules from the left panel.
• Right-click Inbound Rules and choose New Rule.
• Select Port and click Next.
• Make sure TCP is selected.
• Enter the required QuickBooks Desktop ports in the Specific Local Ports field.

QuickBooks Desktop uses the following ports:

• QuickBooks Desktop 2020 and newer versions: 8019 and dynamically assigned ports.
• QuickBooks Desktop 2019: 8019 and dynamically assigned ports
• QuickBooks Desktop 2018: 8019, 56728, 55378-55382
• QuickBooks Desktop 2017: 8019, 56727, 55373-55377

Important: QuickBooks Desktop 2019 and later versions use dynamic ports. QuickBooks assigns these ports during installation to provide exclusive network access for the application.

To find the assigned port number:

• Open the Windows Start menu.
• Search for QuickBooks Database Server Manager.
• Open the application.
• Select the Port Monitor tab.
• Locate your QuickBooks version and note the displayed port number.

You need this port number while creating firewall exceptions.

Note: QuickBooks Desktop 2019 and newer versions allow users to change the assigned port by selecting Renew. After renewing the port, open the Scan Folders tab and click Scan Now to update firewall permissions.

Continue with the firewall configuration:

• Click Next after entering the port number.
• Select Allow the Connection.
• Click Next.
• Select all available profiles.
• Click Next.
• Name the rule as QBPorts(year).
• Click Finish.

Repeat the same process to create Outbound Rules.

After adding the firewall ports, open QuickBooks Desktop and check Multi-User Mode. Proceed to the next step if the issue persists.

Step 2: Create Firewall Exceptions for QuickBooks Executable Files

QuickBooks uses several executable (.exe) files to perform different operations. Windows Firewall restrictions on these files prevent proper network communication.

Create exceptions for the following QuickBooks executable files:

Executable File	Default Location
AutoBackupExe.exe	C:\Program Files\Intuit\QUICKBOOKS YEAR
DBManagerExe.exe	C:\Program Files\Intuit\QUICKBOOKS YEAR
FileManagement.exe	C:\Program Files\Intuit\QUICKBOOKS YEAR
Dbmlsync.exe	C:\Program Files\Intuit\QUICKBOOKS YEAR
QuickBooksMessaging.exe	C:\Program Files\Intuit\QUICKBOOKS YEAR
FileMovementExe.exe	C:\Program Files\Intuit\QUICKBOOKS YEAR
QBW32.exe	C:\Program Files\Intuit\QUICKBOOKS YEAR
QBDBMgrN.exe	C:\Program Files\Intuit\QUICKBOOKS YEAR
QBServerUtilityMgr.exe	C:\Program Files\Common Files\Intuit\QuickBooks
QBCFMonitorService.exe	C:\Program Files\Common Files\Intuit\QuickBooks
QBLaunch.exe	C:\Program Files\Common Files\Intuit\QuickBooks
QBUpdate.exe	C:\Program Files\Common Files\Intuit\QuickBooks\QBUpdate
IntuitSyncManager.exe	C:\Program Files\Common Files\Intuit\Sync
OnlineBackup.exe	C:\Program Files\QuickBooks Online Backup

Note: A folder name containing (x86) indicates that QuickBooks runs on a 64-bit Windows system.

Follow these steps to create program exceptions:

• Open the Windows Start menu.
• Search for Windows Firewall and press Enter.
• Select Advanced Settings from Windows Defender Firewall.
• Right-click Inbound Rules.
• Select New Rule.
• Choose Program and click Next.
• Select This Program Path.
• Click Browse and select the required QuickBooks executable file>>Next.
• Select Allow the Connection>>Next.
• Select all firewall profiles>>Next.
• Name the rule as QBFirewallException(name.exe).
• Click Finish.

Repeat the same steps to create Outbound Rules for the QuickBooks executable files.

After completing the firewall configuration, restart QuickBooks Desktop and try switching to Multi-User Mode.

Conclusion

To fix the QuickBooks Hosting Mode is Off issue, enable Host Multi-User Access only on the server and keep hosting disabled on workstations. If QuickBooks Multi-User Mode is not working, check QuickBooks Database Server Manager, network connectivity, folder permissions, Windows firewall settings, and company file access. These troubleshooting methods can restore QuickBooks Desktop multi-user access and help multiple users open and work on the same company file over the network.

Frequently Asked Questions