Set Folder Permissions for QuickBooks: Fix Permission Issues

Do you find it challenging to configure folder permissions for QuickBooks on your Windows OS, causing you to bump into unavoidable errors?

It is crucial for you to properly set folder permissions for QuickBooks on Windows to maintain a smooth, undisrupted workflow and avoid data breaches from unauthorized entities. In addition to this, QuickBooks casts recurring error messages (annoying, we understand!) when it fails to access your system files due to inadequate permissions.

Let us walk you through the process of resolving such issues with the help of this blog. We have mentioned thorough methods to set correct Windows file system permissions for QuickBooks Desktop, which’ll ensure the software doesn’t get restricted from accessing the company files or sharing them over a multi-user network. Let’s get started!

Why is it Essential to Set Up QuickBooks Desktop Permissions on Windows?

It’s likely you are familiar with the fact that all the software, including QuickBooks, need to collaborate with the Operating System (Windows, Mac, etc.) to work seamlessly. Correspondingly, QuickBooks requires accessing its files stored in the system, using the internet, and integrating with Windows services to work efficiently. This all becomes impossible if QuickBooks doesn’t have the required Windows permissions. Here’s a list of hitches you can go through without proper permissions in Windows OS:

• Frequent error messages: QuickBooks Desktop will keep falling prey to errors while opening company files, setting up a multi-user network, or even during its launch without sufficient folder permissions. You’ll be stunned to know that many 6XXX series error (company files issues) develop due to insufficient permissions. On top of that, you’ll encounter error messages like ‘This action requires Windows administrator permissions’, ‘You do not have sufficient permissions to the specified folder’, or ‘QuickBooks: looks like you don’t have the required permissions.’
  
  

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• Failure to access files: Your QuickBooks Desktop won’t be able to open company files or launch configuration (initialization) files without proper Windows permissions. As mentioned earlier, this leads to errors and random crashes during QB launch or while performing accounting tasks in the software.

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• Failure to set up a multi-user network: Without proper folder permissions, you won’t be able to share a company file or some other user (workstation) won’t be able to access it. It poses a direct threat of workflow disruption and incomplete data entry in the data file.

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• Failure to create or store backups: This is a critical issue, as QuickBooks Desktop won’t be able to create or store a backup if it doesn’t have the permissions to access company files or the location you want to store the new backup file.

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• Failure to download or install updates: QuickBooks Desktop won’t be able to download the update or extract the installation files if Windows does not allow it to access the directory chosen to store the update file.

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• Sluggish performance: QuickBooks Desktop will start lagging or freezing entirely in between tasks (opening/saving company files, reports, transactions, etc.) if it doesn’t have proper access to the system files or folders.

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• Data Corruption or Loss: You might lose your data, or it may get corrupt if QuickBooks faces problems saving it due to inadequate folder permissions.

If you do not want to go through all this, you just need to configure the QuickBooks folder access control as shown in the next section of our blog.

Here’s How to Set QuickBooks Folder Permissions

It might seem a big deal to set up correct QuickBooks folder system permissions, but it becomes straightforward if you follow the stepwise procedures we have mentioned to configure the Windows permissions required by QuickBooks Desktop. Just follow them step-by-step as instructed below, and you’ll be good to go:

NOTE: If you are wondering, ‘where are QuickBooks files stored?’ C:\Users\Public\Public Documents\Intuit\QuickBooks\Company Files is the default location for QuickBooks company file. If you do not find it in this location, try this:

• Go to the search bar on the bottom of the Windows desktop and type *.qbw for company files and *.qbb for backup files. Do not forget to add the asterisk (*) before the file extension, as it will help narrow down your search.
  
  
• Note the folder path that leads to your company files. You can also select the Open file location option to directly navigate to the file folder.

Method: Set Folder Permissions for QuickBooks Desktop

Step 1: Check if the Permissions are Correct

Use the following steps if you continuously encounter QuickBooks file access denied error messages:

1. Press Windows + E on the keyboard simultaneously to access the File Explorer.
   
   
2. Right-click the folder holding your company file and tap Properties.
3. Move to the Security tab and click the Advanced option below.
   
   
4. Single-click QBDataServiceUserXX (XX is year) and select Edit.
5. Ensure the following settings are set to Allowed:

• Traverse Folder/Execute File
• Read Extended Attributes
• Create Files/Write Data
• List Folder/Read Data
• Write Attributes
• Write Extended Attributes
• Read Permissions
• Read Attributes
• Create Folders/Append Data

In case the settings aren’t correctly set:

1. Right-click the company file folder and tap Properties.
2. Go to the Security tab and tap Edit.
3. Select QBDataServiceUserXX and mark the Full Control checkbox using a single click.
4. Tap Allow, followed by Apply, and then OK to close the window.

Step 2: Configure Folder Permissions (if required)

Use the following steps to configure or adjust the folder permissions:

1. Go to each of the following locations individually and follow the steps mentioned thereafter. Remember, you won’t find all of them, as some of them are specified for particular QB versions:
   • 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 means version) or C:\Program Data\Intuit\QuickBooks 20XX (XX means year)
   • C:\Program Data\COMMON FILES\INTUIT
   • C:\Program Data\COMMON FILES\INTUIT\QUICKBOOKS
   • C:\Users\Public\Public Documents\Intuit\QuickBooks\FAMXX (XX means year)
   • C:\Users\Public\Public Documents\Intuit\QuickBooks\Company Files
   • C:\Users\Public\Public Documents\Intuit\QuickBooks\Sample Company Files\QuickBooks Enterprise Solutions X.0 (X = version) or C:\Users\Public\Public Documents\Intuit\QuickBooks\Sample Company Files\QuickBooks 20XX (XX means year)
2. Right-click whichever folders you see from the above list and tap Properties.
3. Go to the Security tab and select Everyone below Group or User Name.
   
   
4. If you don’t see the Everyone option, click Add and then type Everyone before clicking OK.
5. Ensure Full Control is marked (✓) and tap Apply followed by OK.

The next method will show you how you can configure Windows permissions to share documents in QuickBooks.

Method: Configure Windows Permissions to Allow Sharing Company Files Over the Network

This method is applicable if you face problems while sharing your company files over the multi-user network. Here’s how to change folder ownership for QuickBooks:

For Windows 10 or Windows 11

1. Go to the File Explorer as before (Windows + E) and locate your company file folder.
2. Right-click the data file folder and select Properties.
3. Go to Sharing and then click Share Add.
4. Click the QBDataServiceUserXX (XX is your QB version year) and ensure the permission level for both users is set to Full Control.
5. Tap Share.

For Windows Server 2012 (ensure File and Storage services are installed)

1. Press Windows + R simultaneously or use the search bar to open Run command.
2. Type ServerManager in the text field and click OK.
3. Choose the File and Storage Services option and tap Shares.
4. Select New Share in the Task dropdown ▼ to view a list of File Share Profile and learn more about them by clicking the profile and going through the description.
5. Select the SMB Share-Quick (variable) option and tap Type a custom path in the Share location section.
6. Click Browse to enter the location of the folder you wish to share and click Select a folder.
7. Tap Next. Avoid the default selections below the Configure Share Settings window and tap Next.

Method: Set up Folder Sharing

This method will help you fix the Windows permissions and adjust the accessibility level of users in the multi-user network to view, access, and modify the files. You can perform these steps if QuickBooks read-only access troubles you or other users while accessing company files in a multi-user network:

Case 1: You Want to Share an Existing Folder

1. Go to the folder you want to share and right-click on it.
2. Select Properties and click Share this folder in the Sharing tab.
3. Change the folder name (if required) in the Share Name field.
4. Navigate to the Security tab and set the appropriate permissions as needed for all the users that’ll access this folder.
5. Tap Apply, followed by the OK option.

Case 2: You Want to Create a New Folder for Sharing

1. Go to the Run window by pressing Windows + R together or use the search bar to open it.
2. Type ‘shrpubw.exe’ in the text field and hit OK.
3. Use the onscreen instructions to share the folder.

Case 3: You Want to Stop Sharing a Folder

Right-click the folder you want to stop sharing, select Give access to, and tap Remove access.

OR

Select the folder with a single click, go to Share at the top of the File Explorer, and tap Remove access in the Share with section.

Learn How to Give QuickBooks Administrator Privileges

You must know the method to assign admin permissions to your QuickBooks Desktop. This will help you prevent errors due to insufficient permissions while accessing company files or integrating with the Windows services. Granting admin permissions to QuickBooks Desktop allows prior allotment of system resources and access over all the system files without restrictions. Follow these steps to run QuickBooks Desktop in admin mode:

1. Close your QuickBooks Desktop and go to the location where its program files are saved. You basically need the QuickBooks launch icon, which might be on the desktop.
2. Right-click QuickBooks.exe (QuickBooks Desktop icon) and select the Properties option.
   
3. Navigate to the Compatibility tab and click the Run this program as administrator option.
4. Tap Apply and then OK to grant admin privileges to QB Desktop.

Quick Ways to Tackle ‘QuickBooks Administrator Permissions Needed’ Error Messages

We are absolutely sure problems caused by Windows permissions will be fixed after following the above-mentioned methods. Still, there are chances of issues getting triggered due to a damaged company file folder or company files existing in a restricted location. We have mentioned some of the methods you can follow whenever you get stuck with errors due to insufficient folder permissions in QuickBooks-

Countermeasure 1: Use the QuickBooks File Doctor Tool

You must begin by running QuickBooks File Doctor to fix the company file and network issues. The issue you face might sometimes occur due to damaged or corrupt company files. Use these steps:

1.  The first step is to download the latest version of QuickBooks Tool Hub. Click here for the direct download link.
2. Launch QB Tool Hub and select the Company File Issues option.
3. Tap Quick fix my file and then OK.
4. Go to the Company File Issues tab again and select Run QuickBooks File Doctor.
   
   
5. Choose your company file from the dropdown ▼ or select Browse to locate it manually.
6. Select the Check your file and network option and tap Continue.
7. Fill in your QB admin account credentials and click Next before waiting for the tool to finish repairing your data file.

Countermeasure 2: Ensure Company File is in its Default Location

QuickBooks errors may erupt if you move your company file to a different location without updating the new location in the software. You are advised to always access your company files from its default location to avoid ‘QuickBooks file access denied’ issues.’ Follow these steps:

1. Run a search for the company file using the *.qbw extension in the Windows search bar.
2. Go to the folder wherever the company file is saved and right-click on it.
3. Select the Copy (Ctrl + V) option and move to C://Users/Public/PublicDocuments/Intuit/QuickBooks/Company Files.
4. Right-click again and select Paste or simply press Ctrl + V inside the folder.
5. Launch QB and try opening your company file again.

Countermeasure 3: Create a New Folder of your Company File

You must follow these steps if you suspect your company file folder is damaged:

1. Right-click on the empty space inside the QuickBooks folder located in the directory mentioned above.
2. Select New and tap Folder.
3. Assign it any preferable name and do not forget to set up the folder permissions using the methods mentioned earlier.
4. Move your company files to this new folder and launch QB Desktop.
5. Access the File menu in QB Desktop and select the Open or Restore company option.
   
   
6. Click the Open a company file option and hit Next.
7. Browse to the new folder you just created and choose your company file.
8. Click Open when done.

Countermeasure 4: Set up Windows Defender Firewall Permissions for QuickBooks (Important)

You might not be aware, but antivirus and Windows Defender Firewall are a matter of concern for QuickBooks Desktop if their settings aren’t correct. You will have all the Windows permissions in place and still encounter errors while accessing company files or running QuickBooks if the firewall ports aren’t allotted. Go through this thoroughly described article to fix your Windows Firewall permissions for QuickBooks Desktop.

Synopsis

We’ll now conclude this blog dedicated to helping you set folder permissions for QuickBooks on Windows. We hope you now understand the need for adequate Windows permissions and how to change folder permissions for QuickBooks on Windows 10 as well as Windows 11. Setting the correct folder permissions for QuickBooks Desktop ensures your data is secure and readily accessible whenever needed, which is a positive aspect for the sustainable growth of your business. Wishing you well!

FAQs

Where are QuickBooks company files typically stored in Windows 10/11?

The default QuickBooks data file path in Windows 10 or Windows 11 is C://Users/Public/PublicDocuments/Intuit/QuickBooks/Company Files. If your company file is stored elsewhere, we recommend moving it back to this location to avoid facing problems while accessing or sharing the company file.

How can I check the current permissions on my QuickBooks files?

The quick steps are:

1. Right-click your QuickBooks company file and select Properties.
2. Move to the Security tab and select Advanced.
3. Select QBDataServiceUserXX and tap Edit to view all the permissions currently allowed or denied.

How do I change the owner of a QuickBooks folder?

You can do it simply by allowing all the permissions to the user you want to set as the owner. Here’s how:

1. Go to C://Users/Public/PublicDocuments/Intuit/QuickBooks and right-click the QuickBooks folder.
2. Click the Security tab and single-click the username (owner) you want to grant the permissions to.
3. Ensure the Full Control checkbox is marked to allow them complete access over the QuickBooks folder.

Note: Make sure the user is completely authorized, as they can then access all your QB files, which might be a possible threat to your financial data integrity.

What is the difference between read, write, and execute permissions in the context of QuickBooks?

You’ll commonly see three entities that have access to the directory/file:

• User: The original owner of the directory.
• Group: If the file or directory is shared among many users.
• Others: If some other users are allowed to access the directory temporarily or under specific conditions (permissions level).

Now let’s understand what Read, Write, and Execute mean when we consider QuickBooks Desktop:

• Read: All the users having Read access can go through (view) your company files and reports but can’t make any changes to them. You can allow this to a third person whom you want to only look at your company files.
• Write: The users having Write access can both view and modify your QuickBooks data. You can allow this to a person authorized to add, edit, or erase your data files.
• Execute: The users having Execute access can view, modify, or even run the executable files like QuickBooks Desktop. You can allow this to a person you want to run your QuickBooks Desktop and make any changes required.

Are there any tools available to repair QuickBooks permissions?

Yes, you can automatically fix some of the QuickBooks permissions using dedicated tools provided by Intuit. The tools include:

• QuickBooks Database Server Manager: Automatically adjusts network permissions and makes the company files accessible to all the users in the multi-user network.
• QuickBooks File Doctor Tool: Automatically diagnoses issues in the company file and adjusts the file or network permissions if required.
• Verify-Rebuild Utility: While mostly used to diagnose issues and repair the company file, it can also identify permission issues and fix them.

How can I restrict integrated applications access to the company file?

Use the following steps if you want to block integrated applications from accessing your QuickBooks company file:

1. Go to the Edit menu in your QuickBooks and click Preferences.
2. Choose the Integrated Applications option and go to Company Preferences.
3. Click the Don’t allow any applications access to this file.

Select OK in the software prompt (message) and click OK again.