Do you want to avoid constantly sifting through piles of paper and manually tracking your financial records? Look no further than QuickBooks Enterprise Hosting! With its advanced features and cloud-based accessibility, QuickBooks Enterprise Hosting streamlines your accounting processes and elevates your business.
But with so much technical nitty-gritty, it can be difficult to migrate it to the Hosting. Don't fret, as this step-by-step guide will help you seamlessly make the switch to QuickBooks Enterprise Hosting. So sit back, relax, and get ready to take your accounting game to the next level with this step-by-step migration guide.
Step 1: Download QuickBooks Desktop Setup
To configure QuickBooks Hosting, you must first download the setup file for the QuickBooks desktop onto your server computer. Please click the provided link to initiate the download.
Before you begin the installation process, ensure that you either have the authentication details for an administrator account or have received administrator rights to your account. It is suggested that you log in with an administrator account to avoid having to validate each action when installing the software.
Step 2: Install QuickBooks Desktop on the Server
After downloading the installation package, QuickBooks must be installed on the host computer that will house your accounting software and associated data. This is the only way to establish a multi-user network since multiple users can access the company file stored on the Server.
When talking about workstations and servers, a distinction must be made. The Server is responsible for storing the company file, and workstations are all the systems connected to the Server via a network that can launch the accounting software and gain access to the data.
To set up QuickBooks Desktop on a server, follow the instructions below:
- First, launch the QuickBooks Desktop setup on the primary Server.
- Under “Installation type,” select “Custom and Network Install.”
- Then, pick the option, “I'll be using QuickBooks Desktop on this computer, AND I'll be storing.”
- Continue to follow the guidance given by the installer until you reach the “Finish” button.
Once you have completed the installation, if you want to store the company file on the Server, go with the choice “I will NOT be using QuickBooks Desktop on this computer…”
This option permits you to 1qinstall the database server manager and save the company file on the Server. Workstations can still access the company file by connecting to the same network.
Step 3: Setting up Permission in Windows
Once the software is installed on the cloud server, it is necessary to give proper user authorization to other workstations to link up with the company's records.
QBDataServiceUserXX needs to be amended based on the version of the accounting program in use – for instance, for QuickBooks Desktop 2018, XX would need to be changed to 18.
To verify permissions, begin by following these steps:
- Open the Start Menu and select File Explorer.
- Right-click on the folder that houses the QuickBooks company file.
- Click Properties, the last option available on the right-click menu.
- Select the Security tab and click Advanced to see the extra options.
- Highlight QBDataServiceXX, then choose Edit.
Make sure to enable the settings mentioned below and permit them:
- Traverse Folder/ Execute File
- Read Extended Attributes
- Read Attributes
- Write Extended Attributes
- Create Folders/ Append Data
- Create Files/ Write Data
- Write Attributes
- Read Permissions
- List Folder/ Read Data
If you find the permissions are not configured properly, then carry out the steps outlined here:
- First, select the folder which holds your QuickBooks Desktop Company File,
- Then right-click and choose Properties. Next, pick Edit from the Security tab.
- Subsequently, double-click QBDataServiceUserXX, grant Full control, and click Apply followed by OK.
Step 4: Enable Sharing
In order to allow access to a folder from other computers on Windows, sharing must be enabled. Without it, the folder will not be visible to any other workstations.
If you would like to set up sharing of QuickBooks Desktop company files on Windows 10 or 8, please take the following steps:
- Open the Start menu.
- Go to the File Explorer.
- Select the folder containing the QuickBooks Desktop company file, then right-click it.
- Choose Properties and then Sharing.
- Click on Share Add.
- Select QBDataServiceUserXX as the user (XX is the version of your accounting software).
- Select Full Control as the permission level for all users.
- Hit Share.
If you're using another version of Windows, you'll likely need to grant yourself ownership of a file before you can share it.
In Windows 8.1, this process is relatively straightforward.
- Begin by opening File Explorer, then right-clicking on an empty area to open the ownership settings.
- Next, click Share from the options that appear.
- Then, select Change from the Advanced Security settings, followed by Advanced.
- Click Find Now to locate any necessary users, then select Ok to complete the process.
In order to give complete control of the folder, follow these steps:
- Open File Explorer, right-click and select Share.
- Click Advanced Security and then select Add.
- Click Select a Principal.
- Click Advanced and select Find Now.
- Click on the user to whom you wish to grant total control.
- Click Ok.
- Select Full Control, then hit Ok.
To successfully host QuickBooks and enable multi-user mode on Windows Server, follow these steps:
- Open the Start menu and type Run, then click the first option.
- Choose the ServerManager, and press Ok or hit Enter.
- In the File and Storage Services tab, select Share, and from the Task drop-down menu, select New Share. Read up on the profiles offered before making your selection.
- The default profile for sharing the QuickBooks company file is SMB Share- Quick, so select this option.
- Under the Share Location tab, select Type a custom path and then Browse to select the folder you wish to share over the network.
- Once the desired folder has been selected, click Select a folder and press Next.
- Leave the other settings as their defaults unless you have special requirements.
Step 5: Scan Folders with Database Server Manager
The QB Database Server Manager can scan directories for business documents. After the completion of scanning, it registers the business files and monitors any changes to them. If there is any modification, it is synced with the business file to make sure all workstations have access to the same data.
In the case of a network setup for QuickBooks, the server manager should already be installed. However, if a local installation was selected, it must be installed through the setup by choosing network installation.
The steps to scan the Server with the free tool are as mentioned below:
- Power on the Server and log into the operating system.
- Open the Start menu and type' Database.’
- Click on the QuickBooks Database Server Manager.
- Navigate to the Scan Folders tab and select ‘Browse.’
- Click ‘Ok.’
- Start the scan.
The scan will detect company files in the chosen folder. Any located files will be registered and monitored afterward. A new section labeled ‘QuickBooks company files found’ will be generated, giving users the ability to access any of the files from any of the connected workstations.
Step 6: Monitoring Drives
For a more efficient workflow when transferring files between folders, Monitor Drives provides an efficient solution. This allows the entire drive to be registered so that it's easier to move around corporate documents without needing to reset the settings.
To precisely monitor a drive, simply follow these steps:
- In the Monitored Drives tab, select all drives you'd like the server manager to keep an eye on.
- Once complete, hit Close.
- Remember, though, that mapped drives can't be monitored and only include those containing the company's files to prevent unnecessarily consuming server resources.
Step 7: Restart Server Manager
Users may struggle to sync their data when experiencing errors when working in multi-user mode. To remedy this, QuickBooks Database Server Manager must be restarted. The following steps outline how to do this precisely:
- Begin by launching QuickBooks Desktop on the Server.
- Access the File menu and click ‘Open or Restore Company.'
- Proceed to select ‘Open a Company File' and then select the appropriate file.
- Check the box to open the file in multi-user mode.
- Click ‘Open' and enter the credentials for the company file.
- Now select ‘Close Company/Log Off' from the File menu. Doing this will immediately close the company file on the Server.
- Precisely navigate to the Start menu and enter ‘Database,' then choose ‘QuickBooks Database Server Manager.'
Step 8: Password-Protected Sharing
You have the choice of activating or deactivating password-protected sharing. If it's activated, you'll have to enter the credentials whenever you wish to access the company file over a network. Here are the steps for deactivating the same:
- Begin by launching the Control Panel.
- Move to the Network and Sharing Center.
- Locate the Change Advanced Sharing Settings.
- Once you've extended the kind of Profile currently in effect, pick the Turn on Network discovery choice under network discovery.
- Opt for the alternative Turn off password-protected sharing in the Password Protection Sharing segment.
- Press Save changes.
By making the network detectable, you'll be able to access the company file, and abolishing password-protected sharing will enable you to get to the company file without always validating the link.
Step 9: Installing QuickBooks Desktop on the Cloudies365
Trustworthy and secure, Cloudies365 is an excellent choice for hosting services. Installing QuickBooks Desktop on the Cloudies365 server can be done simply by either an admin or a standard user. As an admin user, the software can be installed across all user accounts, whereas standard users can only install it for themselves.
There is only a slight difference in the instructions for the two methods; however, if you want all users to access QuickBooks, the best choice is to go through an admin account. So, let us begin.
Step 10: Installing QuickBooks from an Admin Account
From an administrative account, these are the steps to install QuickBooks Desktop on the Cloudies365 hosting environment:
- Navigate to the My Account section and enter your email address and password.
- Select the Users for whom the application is intended to be installed.
- Go to the User Details tab and type in QuickBooks Desktop, selecting the version desired.
- Press the Install App button.
- Once completed, the app can be seen in the Installed Apps section.
If the user is currently logged in, they may need to log off to recognize the software's installation.
Step 11: Installing QuickBooks from a Standard Account
Standard users are not able to install the software for other users; however, they can install QuickBooks Desktop for themselves by following these steps:
- Logging into their account,
- Accessing the Available Applications section,
- Typing in QuickBooks Desktop, selecting the appropriate version of the software,
- Clicking the Install App button, waiting for the installation to complete,
- Logging off and logging in once more to find that the software is now listed in the Installed Apps section.
Installation for multiple users can be more efficiently done using an administrator account. Additionally, the latest version of QuickBooks Desktop can be acquired when installed through Cloudies365. The hosting platform takes care of the configuration automatically, eliminating the need to select any special options.
Different Approaches for Linking Cloud Hosting to QuickBooks Software
There are a variety of approaches for linking cloud hosting to QuickBooks software. The three most commonly used options for hosting the QuickBooks Desktop program are Dedicated Hosting, Peer-to-Peer Hosting, and Alternate Hosting.
- Dedicated Hosting provides direct access to the Server or device hosting the QuickBooks program and facilitates speedy delivery and access.
- Peer-to-Peer Hosting is best for companies operating under an authoritarian model, as one user hosts the entire software and associated data and allows other team members access.
- Alternate Hosting requires one primary user to link to the hosting server, with all other users needing to be connected to that primary user in order to access the cloud.
3-Step Checklist You Should Follow Before Hosting QuickBooks on Cloud
Step 1: Know the advantages of switching to cloud-hosted QuickBooks
QuickBooks software is used by businesses all around the world. It can be improved by combining its power with cloud technology, although it may seem like a difficult feat. You can make this possible by finding a dependable cloud hosting provider. Before doing this, it is essential to recognize the potential advantages of QuickBooks hosting for your business in the long term.
Some of the key benefits of QuickBooks with cloud hosting for businesses are:
- Remote access to the software from anywhere and anytime;
- Authorized user access control of the cloud software;
- Greater collaboration between team members for increased productivity;
- Round-the-clock support services for dealing with hosting-related issues;
- Advanced safety measures for data security;
- A 99.995% uptime guarantee;
- No need to install local software;
- Assistance for moving QuickBooks from the local environment to the cloud;
- Ease of integration with third-party applications and add-ons;
- Savings on cost;
- Various hosting plans to choose from.
Step 2: Consider various factors before switching to QuickBooks on the cloud
Prior to deciding to migrate your QuickBooks software to the cloud, you must invest your time and explore the multiple factors to consider. An extra expense for QuickBooks hosting cost should also be taken into account, in addition to the cost of buying the software license. Depending on the size of your business, you can pick one of the hosting plans, such as Solo, Small Team, or Large Team.
You might encounter certain difficulties if this is your first time using QuickBooks on the cloud. Nevertheless, the application's interface stays the same as if you used a local-hosted setting. Should you need assistance related to software access, get in touch with your cloud hosting provider.
You may need additional add-ons to expand its functions when using QuickBooks. Make sure you confirm with the hosting provider whether they support the integration of required add-ons.
Select a reputed cloud hosting service provider
With multiple cloud hosting providers offering a wide range of QuickBooks hosting services, selecting the most appropriate solution for your needs can be challenging. When selecting your provider, look for these key features to make sure you are getting the best value for your money:
- An SLA-backed server uptime guarantee that shows the provider's level of service quality, ideally at a minimum of 99.995%
- Data security measures like DDoS protection, firewalls, and intrusion detection for your peace of mind.
- Compatibility with your desired QuickBooks version (ensuring you don't face issues later on, such as hosting QuickBooks Pro when you need QuickBooks Premium)
- Data backups protect your data in case of disaster, with the option of managed backup services if available.
- Easily accessible support team with contact methods such as call, email, and chat.
I recommend Ace Cloud Hosting as it meets all the above-mentioned criteria.
Let’s Wrap Up
Congratulations, you made it to the end of our step-by-step guide on switching to QuickBooks Enterprise hosting! Now that you've learned how to take your accounting software to the cloud, you can look forward to a more streamlined and efficient financial management process.
Not only will your team be able to access your accounting files from anywhere, anytime, but you'll also benefit from improved security, automatic backups, and advanced reporting capabilities.
By embracing the power of cloud technology precisely and partnering with a reliable hosting provider, you can transform the way you run your business and pave the way for greater success in the years to come.
So what are you waiting for? Get started on your QuickBooks Enterprise hosting journey today and watch your business soar to new heights!
