QuickBooks Desktop Remote Access: Compare Top Methods

Today’s world is transitioning from the traditional office setup to remote working, often preferred by businesses and employees globally. QuickBooks desktop remote access provides the flexibility of working from home, collaborating with people in different geographic locations, and boosting the business productivity without being tethered to a physical location. This means if you are an active traveler, or you aren’t always physically available for your business, you can still keep your financial records in check while on the go.

In this blog, we’ll understand how QuickBooks Desktop remote access works and the proper technique to integrate it into your business. Once done, you will be able to virtually access your financial records on a phone, tablet, or PC with an internet connection, regardless of the place you are. Keep reading to find out how remote access to QuickBooks Desktop can transform your way of managing finances in the business.

What is QuickBooks Remote Access?

QuickBooks Desktop allows you to access your company file remotely (from another server or system) without being physically present on site to manage the financial operations. This means your QuickBooks Desktop and company files will be stored on a dedicated system (might be virtual), and you can use the workstations to access them. In this setup, you need not install QuickBooks on all the systems, which reduces the time taken to access the data and increases the efficiency of your business by allowing multiple users to work on the same company file concurrently.

Benefits of Accessing QuickBooks Desktop Remotely

Check out the advantages of having remote access to your QB Desktop using Terminal services or a third-party hosting service provider-

• Portable Access: Once you host your QuickBooks app and its data, you can access your company files from anywhere using an internet connection. QuickBooks Desktop with hosting doesn’t remain limited to local access only and allows all the users with proper credentials to work on the virtual software stored on the server.

• Data Security: None of the data is stored on your local system, so it remains unaffected by system failure, hard disk corruption, or virus attacks. All of your financial data is stored securely with multiple layers of protection, encryption, and security protocols to avoid any unauthorized access. Talking about physical security, the data centers of these hosting service providers are equipped with 24-hour surveillance, security personnel, backup power systems, and hazard alert systems.

• Data Backup and Protection: Your data on the server is encrypted with industry-level SSL protection and has multiple layer access controls with firewalls and antivirus. Your data is backed up continuously at regular intervals, and the backups are available for about 90 days. You have the convenience of retrieving it back in case of loss or damage.

• No Maintenance: Contrary to a physical computer working as a server or having VPNs in your office, you have a virtual server that is maintained by the hosting service provider. You can be stress-free having data centers run by the hosting service provider at your disposal and can focus on other critical things for business growth.

• Cost-Effective: Using QuickBooks hosting services is far better and cheaper than setting up all the infrastructure in your office. The costs of operating, maintaining, and keeping the servers intact significantly drop, which adds to your profit.

• Work-Life Balance: You and your employees do not have to be physically present to maintain a smooth workflow in the office. You all can work from the comfort of your home, which automatically increases the efficiency of your business.

• Increased Administrator Control: As an administrator, you have more control over the virtual environment/server where the company files are hosted for other users. 

Basically, why you require remote access in QuickBooks plays a vital role in choosing how to access QuickBooks Desktop remotely (methods). You have a variety of options to choose from, and it might be a bit confusing to figure out the one specifically required for your business if you do not know all the ways to access QuickBooks remotely.

In the next section, we have defined all the ways you can utilize QuickBooks for bookkeeping from a distance and the conditions for which they are suitable.

Ways to Access QuickBooks Desktop Remotely and Use-Cases

We have explained all the ways you can access your QuickBooks Desktop remotely and the scenarios where they best fit. You’ll also find out the benefits of accessing your QB remotely through all the ways and correct way to set them up on your system-

Move the Entire QuickBooks Desktop to Another System

Here, you’ll reinstall QuickBooks on another computer and copy all your QuickBooks company files to this system. This way you’ll be able to start using QuickBooks on a different computer without the involvement of your previous system.

Use Case:

You can go for this type of setup if you switch/upgrade to a different system, or you want your company files completely moved from the previous system. You have to uninstall QuickBooks from the previous system (at your office) and reinstall it on the new system (at your home).

Set up

Here are some quick steps to follow:

1. Create a company file backup, sign out of all the company files, and uninstall your QuickBooks Desktop.
2. Reinstall QuickBooks on the new computer and restore the backup you created.
3. You can also use the QuickBooks Migrator Tool to move your company files.

Access your QuickBooks Desktop and the Data Files from a Server (Third-Party Hosting or Cloud)

Here, you utilize Intuit-authorized hosting services to put the program and company files on a server of the service provider. You only need to install QuickBooks once on the server, and all the users with purchased QB licenses can work on the company file simultaneously. You’ll access QuickBooks on a web page, and all your requests/commands will be executed on the server. Do not worry; the interface feels and looks the same as your QuickBooks Desktop, and it is easy to adapt. Think of it as accessing a company file in a multi-user network like you used to, only the server in this case is virtual, and you need not set it up physically in your office like before.

Use Case

You must use third-party hosting services if you don’t have proper infrastructure (multiple workstations, dedicated server, space to store data) or you have multiple QuickBooks Desktop users in different locations. All the users/employees just need to have an internet connection to utilize QuickBooks Desktop from the server maintained by your service provider.

Set Up

1. Select an Intuit-authorized hosting service provider like Rightworks, AbacusNext, etc., and purchase a hosting plan for your QuickBooks.
2. Install your QuickBooks on their servers and use cloud storage to save company files.
3. Share the sign-in credentials for authorized people to let them utilize QuickBooks.

Access your QuickBooks Desktop and Data Files from a Remote Computer (Remote Desktop Services/Terminal Server)

Here, you’ll have a dedicated computer acting as a server. This system will hold your QuickBooks Desktop and company files, which you can access from other workstations. Usually, the QuickBooks Desktop Remote Access Tool or plug-ins are used to access the server computer from a workstation, or you can set up a terminal server to use Microsoft’s Remote Desktop Services or Terminal Services. QuickBooks remote access using Windows Remote Desktop Services ensures you always have a hold on the server’s data transfer but requires maintenance and updates (both QuickBooks and OS) at regular periods.

Use Case

This is applicable when you have a dedicated server in your office or workspace, and you want to use it for storing QuickBooks & data files rather than moving them all to a third-party service provider’s server. Your QuickBooks Desktop will be set up on your personal computer, and all the employees/users will access that computer instead of accessing QuickBooks directly on a web page.

Set up

1. Assign a server computer with Remote Desktop Protocol to host the company files.
2. Ensure the server is allowed to accept remote connections and has proper security protocols.
3. All the users with the RDS client program can now access QuickBooks from the terminal server.

Switch to QuickBooks Online

Here, you’ll have to dump your QuickBooks Desktop and move to QuickBooks Online. This includes buying the subscription plan and then importing your financial data.

Use Case

If your business has outgrown the features provided by QuickBooks Desktop or you are mostly traveling. QB Online also gives you portable access to your financial data on a mobile or tablet, which makes it convenient to keep your business health in check from anywhere in the world.

Set Up

1. Visit the QuickBooks Online Pricing Page and select a QuickBooks Online plan according to your requirements.
2. Purchase the plan and convert your QuickBooks Desktop data to QuickBooks Online.
3. All the users with the sign-in credentials can now run QuickBooks on their phone, tablet, or PC.

Now, you are aware of all the ways you can access QuickBooks Desktop remotely. The next section of our blog elaborates on the requirements and advantages of the methods used for QuickBooks Desktop remote access.

Note: Towards the end of our blog, we have mentioned a straightforward way to access another system via the Chrome Remote Desktop application.

QuickBooks Desktop Remote Connection Methods: Requirements & Benefits

Here’s an info table for you to take a glance at and figure out how to access QuickBooks desktop remotely for your business:

Type of remote access	Best for	Requirements	Benefits
Migrating QuickBooks to another computer	Businesses transitioning between operating systems (macOS to Windows OS or vice versa), needing a software reset, or relocating to another location.	System compatibility with QuickBooks Desktop. Storage device to copy the backup file (optional). QB license and product info to reinstall QuickBooks.	No extra charges.  You do not need to change anything in the existing setup or expose your data to any third-party service provider. Can be easily done without external help.
Using third-party hosting services (Cloud)	Businesses lacking technical infrastructure/ dedicated IT professionals or having remote/traveling employees, multiple branches that need to access QuickBooks from multiple locations simultaneously.	Stable internet connection with high transfer speed. QuickBooks Desktop multi-user licenses. Trusted hosting service provider and subscription plans.	Cost savings. Reduced need for IT infrastructure & server maintenance. Easy disaster recovery. 24/7 customer support.
Using Terminal Services (RDS)/RDP/VPN/Plug-ins	Businesses that don’t want to put their financial data online with any third-party service providers. You can simply put QuickBooks Desktop on your personal computer and allow your employees to access it remotely using plug-ins or QuickBooks Remote Access Tool.	Dedicated computer to act as a server with Minimum QB system requirements. Windows Server 2016, 2019, or 2022 for the newer versions. Fast internet connection without hindrance. QB Desktop licenses for each user. Uninterrupted power supply.	Centralized control over the server, which enhances data security. Compatible with multiple OS & devices. Cost-effective for large businesses. Simplified software management. Trusted service from Microsoft.
QuickBooks Online	Businesses that want to avoid the complexities of hosting and setting up terminal servers. QBO can be accessed directly on a device with a browser and stable internet connection.	Supported web browsers. Subscription to QB Online plans. Stable internet connection. Correct configuration of firewall and internet connection for QuickBooks.	Mobile application. Cloud features (storage, data security, collaboration with other programs, etc.)  Automatic backups. Compatibility with third-party apps and a seamless experience of automated bookkeeping.

We hope you can now easily choose the method you need for QuickBooks remote access from home or while on the move. We found a mention of the QuickBooks Remote Access Tool in some Intuit-related forums, which seems to be a sophisticated way to access QB Desktop remotely. Find out more about it in the next section of our blog.

Remote Access using QuickBooks Remote Access Tool

If you are unaware of any such tool offered by Intuit that can be used to access QuickBooks remotely, let us help you explore some plugins that allow direct access to any system application, including QuickBooks.

There’s a Chrome Desktop Remote application that you can install on your computer to let other users get control over your system and eventually QuickBooks. You can use any OS to remotely access another system where Chrome Desktop Remote Access is turned on.

Here’s how to access QuickBooks Desktop from another computer with the help of a remote access tool:

1. Install QuickBooks Desktop on the system whose access will be provided to all the users.
2. Open Google Chrome and visit https://remotedesktop.google.com/access.
3. You can either download the application or sign up on the browser only.
4. Generate an access code and share it with all the users you want to have remote access to your QuickBooks Desktop.

Tip: You can also download and install the companion extension for the Chrome Desktop Remote website.

Networks to Avoid while Accessing QuickBooks Desktop Remotely

Intuit strictly recommends only using Local Area Network (LAN) with a minimum 40 Mbps transfer speed, Terminal Services by Microsoft, or Cloud Hosting by authorized service providers. 

You should strictly NOT use the following networks to avoid issues while running or accessing QuickBooks Desktop remotely. If you still opt for them, your financial data may be at risk, and moreover, you won’t be eligible for any support from the QuickBooks technical team. Avoid the following networks:

• Remote Area Network
• Wide Area Network
• Virtual Private Network
• File Transfer Protocol
• Network Attached Storage

This is everything you need to set up QuickBooks Desktop for multiple users at different locations. We tried summarizing the info to ensure you only have to go through the important key points about remote access in QuickBooks Desktop.

Conclusion

You are now at the end of our blog discussing the details of QuickBooks desktop remote access that provides the flexibility of managing bookkeeping from anywhere without compromising data security. All the methods to set up remote access in QuickBooks Desktop are shared in the blog with a brief intro, scenario for their use, and their individual benefits. You can collaborate with team members from different locations, run financial reports virtually, and have portable access to your business health by enabling QuickBooks remote access. 

We assume the blog is helpful for you to understand and set up work from home QuickBooks Desktop. If you haven’t already, enable QuickBooks Desktop remote access to get freedom from a physical office once and for all. Cheers to more flexibility and greater ease in managing your business remotely!

FAQs

What is the easiest way to set up remote access for QuickBooks Desktop?

Earlier, we would say QuickBooks Desktop Remote Access tool, but since it is discontinued by Intuit, the easiest way to set up remote access for QuickBooks Desktop would be using the Chrome Remote Desktop plugin or application. However, all the ways discussed in the blog are easy if you read thoroughly and get the catch of using each of them.

Can I access QuickBooks Desktop remotely using a VPN?

Yes, you can use a VPN only if QuickBooks Desktop is already hosted on a local network. VPN only provides a secure tunnel for data transfer with the already established network. Additionally, Intuit strictly recommends NOT using a VPN because it might lead to data loss or corruption.

What is the difference between using a third-party hosting service and using terminal services offered by Microsoft?

When you use a third-party hosting service provider, your QuickBooks and all its data is hosted on a virtual server. This server is maintained by the service provider, and any authorized user directly connects with the server to extract information. Whereas, when we talk about accessing QuickBooks via terminal services, you’ll have a physical computer that acts as a dedicated server. You’ll install QuickBooks on that computer and use terminal services to let users access the bookkeeping program running on that particular system.

I have many systems at my office that can be utilized to run QuickBooks. Is there any method to connect them and access company files stored on a different computer?

As per the condition you stated, it would be best for you to map the server as a network drive and use QuickBooks Database Server Manager to set up a multi-user network and access the company files. Here’s how-

Step 1:  Install QuickBooks Desktop on the server computer

Take a quick look at this article to install QuickBooks Database Server Manager on your server computer.

Step 2: Set up folder sharing

You’ll have to set up a shared folder on the server to hold and share your company files; here’s how:

1. Right-click the folder you want to share and tap Properties.
2. Click Share this folder below the Sharing tab and assign any preferable name in the Shared Name field.
3. Go to the Security tab to set permissions for all the users that will access the files.
4. Click Advanced and select QBDataServiceUserXX before clicking Edit.
5. Ensure all the permissions are allowed and save the settings.

Step 3: Map a network drive

Mapping allows you to share a storage space with other computers and is important to access company files on another computer like they are stored on your local drive. Follow these steps to map a network drive in Windows 11:

1. Go to This PC from the Windows Start button or your desktop.
2. Click the ⋯ (horizontal ellipsis) icon in the menu bar.
3. Select Map network drive in the drop-down list.
4. Choose a drive alphabet in Drive and enter the path to the company file folder/path to the computer hosting the file (tap Browse) in the Folder section.
5. Select the Reconnect at sign-in option to ensure the drive remains mapped every time you sign in.
6. Tap Finish.

Step 4: Use your QuickBooks Desktop

Follow these steps:

1. Launch QB Desktop on the server and access the File menu.
2. Select Switch to multi-user mode and tap Yes in the multi-user hosting setup window.
3. Tap OK and go to Company.
4. Click Users and tap Set up users and Roles.
5. Click New to add all the authorized users.

Step 5: Open your QuickBooks Desktop company file

Apply these steps:

1. Go to the File menu on your QuickBooks and tap Open or Restore Company.
2. Click Open a company file and tap Next.
3. Locate your company file, select it, and tap Open.
4. Enter your user credentials if asked by the software.

Once your company file opens in multi-user mode on the server, you can use the workstations of your office to remotely access it via the multi-user setup established by the QuickBooks Database Server Manager.