Want to host a QuickBooks Desktop company file so your team can work on the same data? This guide covers the two kinds of hosting in QuickBooks Desktop — cloud hosting (your QuickBooks and data run on a secure remote server) and multi-user hosting (your company file sits on one computer in your office and others connect to it over the local network). Pick the one that fits your business.
For setup help, our independent accounting professionals are available.
What is Implied By 'Hosting'?
Hosting means your company file lives on a server instead of one person's PC. Two ways to do it:
- Cloud hosting: QuickBooks Desktop and your data run on enterprise-level servers in a secure data center. You open QuickBooks through a remote-access app from anywhere — Mac, PC, or tablet — over the internet.
- Multi-user hosting: the company file is stored on one computer (the server or host) in your office, and other computers (workstations) open it over your local network using multi-user mode.
The rest of this guide covers cloud hosting first, then how the two compare with QuickBooks Online.
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Cloud Hosting a QuickBooks Desktop Company File
Intuit's cloud hosting for QuickBooks Desktop is powered by Right Networks. With hosting, your team works on the same information at the same time, regardless of location or device.
Safety of Hosted Data
Right Networks is one of the leading providers of enterprise-level hosting. IT professionals monitor the systems around the clock, and files and transmissions are protected with enterprise-class antivirus technology, firewalls, encryption, and multi-layer access controls.
Benefits of choosing QuickBooks Desktop with hosting over QuickBooks Desktop
Anywhere, anytime access to applications and data
With the apps and data hosted, you connect from anywhere. All you need is an internet connection and the client program. Launch the remote-access app, log in with your user ID and password, and QuickBooks Desktop is ready to use — it looks and works just like the desktop version.
No server or network maintenance needed
Hosting removes the need for servers and VPNs in your office. The data sits in a protected data center, and Right Networks handles installation, maintenance, updates, and upgrades. You install a small client program on your system — nothing else.
Data security when users host QuickBooks Desktop Company File
Hosted QuickBooks runs in top-tier data centers with full-time security personnel, video surveillance, redundant power systems with backup generators, redundant networks, advanced firewalls, and hazard alert systems.
Speed difference
You need a good, fast internet connection. Once connected, adding users is easy — the hosted setup handles more users without losing performance.
Read Also: Set Up and Install a Multi-User Network for QuickBooks Desktop
Is Own network required?
No. The internet is the only network you need.
How much time does it take to learn?
If you already know QuickBooks Desktop, there is no learning curve — the hosted version looks and feels the same. If you are new, training videos and a support site are included.
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QuickBooks Online vs QuickBooks Desktop with Hosting: Conspicuous Differences
QuickBooks Online
QuickBooks Online is a browser-based version designed for early-stage businesses that do not need advanced features and functionality.
QuickBooks Desktop with Cloud Hosting
Accessed through a remote-access client app and designed for growing small to mid-sized businesses. It handles more complexity — multiple locations, advanced inventory, and industry-specific features.
How does Microsoft Word and Excel work with QuickBooks desktop with hosting?
They work the same as with the desktop version. If you have Microsoft Word and Excel, you can export QuickBooks Desktop reports to Excel, and export estimates, invoices, and statements to Word. You can also lease Microsoft Office from Right Networks and access hosted versions of Word and Excel over the same connection.
How does the email work?
Use the QuickBooks email service, configure web mail, or add Outlook to your hosted account.
How many users can you add?
The hosting user count must match your QuickBooks license: if your QuickBooks Desktop subscription allows five users, you can have up to five hosting users. Add users through the Right Networks account portal or Right Networks support.
To conclude!
We have covered what cloud hosting a QuickBooks Desktop company file means, its benefits, and how it compares with QuickBooks Online. If you want multi-user hosting on your own office network instead, see our multi-user mode setup guide. For any questions, contact our XpertBooks Pro team — we are technically sound accounting professionals working round the clock.
Frequently Asked Questions (FAQs)
What is hosting in QuickBooks Desktop?
Hosting means your QuickBooks company file is stored and accessed from a server — either a cloud data center (Right Networks) or a host computer on your local network (multi-user mode).
How do I turn on multi-user hosting in QuickBooks?
Open QuickBooks, go to File > Utilities, and select Host Multi-User Access. Hosting must be turned on only on the computer that stores the company file.
Where is a QuickBooks company file hosted in the cloud?
On secure web servers in Right Networks' data centers, accessed over an encrypted internet connection.
Can I add third-party apps to hosted QuickBooks?
Yes. Check the full list of supported third-party apps in the Right Networks application directory.
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