How to Install QuickBooks Database Server Manager: Easy Steps

Managing a multi-user setup becomes easy with QuickBooks, which allows you to connect several workstations with a central server that hosts company files. You must install QuickBooks Database Server Manager on the server computer to ensure the establishment of a multi-user setup.

This blog will guide you through the correct procedure to download Database Server Manager and all the technicalities you’ll run into during its installation on your system. Doesn’t matter if you are installing it the first time, or you need to make some changes in the existing DBSM; this blog has got you covered. Keep reading to learn more!

Why do you need Intuit Personal Database Manager?

QuickBooks needs Database Server Manager to host company files in multi-user mode. In case your business requires numerous systems to obtain and process data simultaneously, you need to run your QuickBooks in a multi-user environment. Here are some other benefits of QB Database Server Manager:

• Multi-user access: QuickBooks Database Server Manager makes it possible to host a company file on a server and access it from authorized systems, regardless of their geographic locations. This lets users utilize the same company file from different workstations concurrently, ensuring smooth workflow in your organization.

• Performance Booster: The QuickBooks DBSM works as a medium between the server and the workstations, allowing them to interact with the data file. This enhances security by providing centralized control of the server-hosted file to the user. Overall, it prevents the load from falling on an individual system and ensures faster access to the data file.

• Data Integrity and Backups: DBSM lets you systematically collect and synchronize data through various systems without the chance of discrepancies or corruption. You can also create a backup of the company file on a server to ensure it remains unaffected in case your system fails, or its data gets damaged.

• Interoperability with other applications: QuickBooks DBSM allows you to integrate with other QuickBooks products and services like QuickBooks Payroll, QuickBooks Point of Sale, and numerous QB Tools.
• Increases Efficiency and Troubleshoots Connectivity Issues: QuickBooks DBSM is compatible with QuickBooks Enterprise Solutions, which means you can connect multiple systems even in larger-scale businesses. Multiple people operating on the same piece of data saves time and increases the efficiency of your organization.

QuickBooks Database Server Manager is a key factor to use QuickBooks in a multi-user environment. You can’t host the company file on a server or access it across multiple workstations without having the QBDBSM installed on the server.

Before getting to the procedure of downloading and installing QuickBooks Database Server Manager on your system, let’s take a look at the minimum PC requirements for QBDBSM to run smoothly.

QuickBooks Database Server Requirements

You must have the following specifications on your PC to ensure QuickBooks Database Server Manager runs seamlessly without lags:

Bandwidth and Network Configuration:

QuickBooks allows you to set up your workstations and server in 3 ways, depending upon the requirements of your business. Check them below:

• Client-Server Network Setup: In this setup, you’ll have a centralized server receiving and responding to requests made by one or more clients. The server’s role is to ensure the clients/workstations can access the company file and make whatever changes they need to. This requires installing QuickBooks Desktop on all of your workstations.

• Peer-to-Peer Network Setup: This is a network structure with no dedicated server or client, and every system can act as a server or client according to the requirement. This requires installing QuickBooks Desktop and QuickBooks Database Server Manager on a workstation to access and share the company file. Additionally, you’ll install QuickBooks only on the workstations that are allowed to access the company file over the network.

• Remote Hosting: In this setup, you’ll need an on-premises dedicated server (where your data files are stored) that caters to multiple users accessing it for extracting and feeding data. QuickBooks won’t be installed on all the workstations, and users will access this server remotely for any data work. Alternatively, you can also leverage a cloud-based server to access QuickBooks Desktop from anywhere around the world. 

You also need to check your Network Bandwidth to ensure QuickBooks is able to host the multi-user network smoothly. Here’s how:

1. Search for any file having a size of 150 MB or more.
2. Copy this large file from your shared folder to your PC and calculate the time (in seconds) it takes.
3. Use this formula: (File Size ✖ 8) ➗ Time taken to copy (seconds).

For example, if your file size is 200 MB and it takes 25 seconds to copy, then your network bandwidth will be (200 ✖ 8) ∕ 25 = 64 megabytes per second.

Note: QuickBooks Desktop needs a network bandwidth of more than 40 Mbps to operate.

Operating System:

• • Windows Server 2022, Standard and Essentials
  • Windows Server 2019, Standard and Essentials
  • Windows Server 2016, Standard and Essentials
  • Windows Server 2012 R2, Standard and Essentials
  • Windows Server 2012, Standard and Essentials
  • macOS version 10.15 (Catalina) or above

PC Specifications:

You can check out our detailed article to have insights into the minimum PC requirements to run QuickBooks Database Server Manager. Basically, they are similar to QuickBooks Desktop.

Once you confirm that your system fulfills all the QuickBooks Database Server requirements, proceed to the next section, which explains how to install DBSM on your computer.

Procedure to Download QuickBooks Database Server Manager

The Database Server Manager is included with your QuickBooks Desktop file, i.e., you only have to download or update QuickBooks Desktop, and DBSM updates automatically along with it. We have enlisted all the steps you must follow to install QuickBooks Database Server Manager on your computer:

Step 1: Download QuickBooks Desktop

You must start by downloading QuickBooks Desktop on your system. You can either do it from the Customer Account Management Portal (CAMPs) or the official website of QuickBooks. Ensure a good network connection to avoid damage or corruption in the installation file. Save the file on your server computer and move to step 2 when done.

Step 2: Install QuickBooks Database Server Manager

Proceed with the following method to install QuickBooks Database Server Manager tool on the server computer:

1. Close all the unrequired background PC applications to avoid interruptions.
2. Open the Setup_QuickBooks.exe file you just downloaded on your system and follow the onscreen instructions to enter your product and license number.
3. You must choose Custom or Network options, as selecting Express will install QuickBooks over your previous QuickBooks version. 
4. You will see the following options on the screen. Proceed as per the requirement of your network setup and tap Next:
   • If you need both DBSM and QuickBooks Desktop on the server computer, click the I’ll be using QuickBooks Desktop on this computer, AND I’ll be storing our company file here so it can be shared over out network option (recommended by experts).
   • If you just need the Database Server Manager on your server computer, click the I will NOT be using QuickBooks Desktop on this computer option.
5. Keep following the onscreen instructions and tap Install when you see the option.
6. Give all the Windows permissions required for the installation.
   • Note: A new Windows user (QBDataServiceUserXX) is automatically created for all the versions of Database Server Manager. Apply these steps to configure the Windows permissions and allow the user to access company file folders:
7. Right-click on the folder that needs to be shared and tap Properties.
8. Go to the Sharing tab and click the Share this folder option. You can also rename the shared folder from the Share Name field to avoid confusion.
9. Navigate to the Security tab or select Permissions to grant QBDataServiceUserXX and all the other users permissions to access the shared folder.
10. Click Apply and then Ok to make the changes permanent.
11. You can also create a new shared folder by entering ‘shrpubw.exe’ in the Run (Windows + R) window as a command and following the instructions on the Create a Shared Folder wizard.

Step 3: Set up your QuickBooks Database Server Manager

You must configure your QuickBooks Database Server Manager to automatically restart it in case it stops running in the background due to any reason. You can obviously use the default settings, but using these steps will avoid any future troubles for you:

1. Single-tap on the search bar and type ‘services.’
2. Open the Services window and open QuickBooksDBXX (XX is the version).
3. Navigate to the General tab and find the Service Status option. 
4. Tap Stop if it is Running or Started.
5. Select Automatic in the Startup Type and go to Logon.
6. Click the Local System Account option and then move to Recovery.
7. Select Restart the service for First Failure, Second Failure, and Subsequent Failure.
8. Go back to the General tab and tap Start to restart QBDBSM.

Step 4: Configure your Windows Defender Firewall Permissions

The antivirus and Windows Defender Firewall can sometimes restrict Database Server Manager from accessing the internet or sharing/accessing company files. To avoid any such problems, you need to set proper Windows Firewall permissions that allow QBDBSM to bypass any restrictions.

Go through our detailed article to learn how to set up Windows Firewall Permissions for your QuickBooks Desktop so that QBDBSM runs smoothly without any interruption from the security software.

After carefully executing the detailed procedure given above, you’ll have DBSM installed on the QuickBooks Desktop Server, and you can now use it to host your company files for the workstations.

Winding Up!

This blog explains the procedure to install QuickBooks Database Server Manager and its benefits that include data security, real-time operation, and increased control over the multi-user setup. We recommend you apply the stepwise procedure outlined in the blog to set up a robust multi-user network that provides a substantial growth in your business endeavors. 

FAQs

• How do I update the QuickBooks Database Server Manager?

The good thing is you don’t have to download the QuickBooks Database Server Manager update separately. It automatically happens when you update your QuickBooks Desktop, as DBSM is also a part of it. Use these steps:

1. Download and install the latest updates for QuickBooks Desktop.

Or

1. Just download the patch from the website (select Critical Fixes in the list while downloading the updates) and install it on the server. You can later move the installation file to all the systems that require the patch.
2. Reboot the system after patch installation is complete and go to the workstations.
3. You might see a message, “The company file needs to be updated to work with this version of QuickBooks Desktop,” and a software prompt to create a backup.
4. Follow the onscreen instructions after the backup is created and open the file.

• What are the common issues encountered with QBDSM?

QBDBMgrN not running on this computer-QuickBooks Database Server Manager Windows 11 might sometimes fail to start or crash while setting up a multi-user network due to insufficient Windows permissions. This happens due to Windows Firewall restrictions or antivirus blocking QBDBMgrN.exe running in the background. You must sign in as a Windows admin to avoid such problems.

Company file damaged: QuickBooks Enterprise Server won’t be able to read or connect with a damaged or corrupt company file. The quickest way to deal with company file issues is to use QuickBooks File Doctor Tool as shown below:

1. Launch your QuickBooks Tool Hub and select the Company File Issues option.
2. Click Run QuickBooks File Doctor and wait for the tool to open.
3. Choose your data file from the dropdown ▼ (if shown) or locate it using Browse.
4. Select Check your file and tap Continue.
5. Fill in your QB admin password and hit Next.

Corrupt DBSM or QuickBooks Desktop: There are rare chances of QuickBooks getting corrupt due to missing program files, or it fails to connect with the data file due to an outdated version. We advise you to reinstall or update QuickBooks Desktop to ensure QBDBSM starts running again.

• Can I use “Intuit Personal Database Manager” for a multi-user QuickBooks environment?

Intuit Personal Database Server Manager helps you manage your data across all Intuit platforms like Turbotax, QuickBooks, Mint, etc. It is referred to as Database Server Manager for multi-user access in QuickBooks and is a vital aspect for hosting the company file and accessing it on the workstations.

• Does QuickBooks Enterprise require a dedicated server?

Yes, you need a dedicated server to operate QuickBooks Enterprise for large organizations. You also get the option of cloud storage or a cloud server to cater to all the workstations. However, you won’t require a dedicated server if you are a single user.