How to Use QuickBooks Database Server Manager to Host Your Company File

Before you start

• Database Server Manager shares company files with other computers on your network. If only one person uses the file, Intuit says you don't need it.
• Install it on the server, the computer that stores the company files. You can put the full QuickBooks program there too, or Database Server Manager alone.
• It comes with the QuickBooks Desktop installer. There's no separate download.
• Intuit says it doesn't support network attached storage (NAS) devices.
• Sign in to Windows with admin rights. Intuit's fix for error 1920 on a first install is to install as a Windows admin.

This guide covers Database Server Manager itself. For the whole network setup, from sharing folders to opening the file on each workstation, see how to set up multi-user mode.

Step 1: Install Database Server Manager on the server

1. 1Close every program on the server, including QuickBooks.
2. 2Open the QuickBooks Desktop installer and follow the prompts. Enter your license and product numbers if asked.
3. 3At the install type, choose Custom and Network Options. Don't choose Express; Intuit says it overwrites your previous version, which you may need for troubleshooting.
4. 4If people will also work in QuickBooks on this computer, choose the option to use QuickBooks Desktop here AND store the company file here. Intuit strongly recommends this.
5. 5If the server will only hold files, choose I will NOT be using QuickBooks Desktop on this computer.
6. 6Select Next, then Install, and allow the install to proceed.

QuickBooks creates a Windows user for each version of Database Server Manager, such as QBDataServiceUser33 for 2023. That user needs access to the folders that hold your company files. The multi-user guide covers those folder permissions.

Step 2: Scan the folders that hold your company files

1. 1On the server, open the Windows Start menu, type Database and open QuickBooks Database Server Manager.
2. 2Go to the Scan Folders tab and select Browse.
3. 3Choose the folders that hold your company files (.qbw), then select OK.
4. 4Select Start Scan.

After the scan, the folders are listed under QuickBooks company files found, and workstations on your network can open the files inside. Intuit says each folder needs scanning only once.

Scanning also creates the .nd file for each company file. Intuit says this small file stores details about the computer that hosts the file. When a workstation loses its connection, one of Intuit's fixes is to rescan the folder so the .nd file is created again.

Step 3: Monitor the drives

1. 1Open the Monitored Drives tab. The drives that hold your scanned folders appear there.
2. 2Check the boxes for the drives that hold company files. Intuit says to add only those drives.

Once a drive is monitored, Intuit says you won't need to rescan its folders when company files change or move. You can't monitor mapped drives.

Step 4: Check status, users and ports

• Database Server tab: the tool's live status and who's connected. On a server-only install, check that your file appears under Currently connected company files and logged in users.
• System tab: where Database Server Manager is installed on the computer.
• Port Monitor tab: the port number for each QuickBooks version. QuickBooks Desktop 2019 and later use a dynamic port assigned at install. Intuit's firewall steps open port 8019 and that port number.

On the Port Monitor tab, Renew assigns a new port, for QuickBooks 2019 and later only. If you renew, Intuit says to scan again on the Scan Folders tab to reset the firewall permissions.

Step 5: Keep the database service running

Database Server Manager runs as a Windows service named QuickBooksDBXX. Intuit says XX is your version plus 10, so QuickBooks 2023 uses QuickBooksDB33 and 2024 uses QuickBooksDB34. Intuit also says the database manager service must keep running on the server, even when QuickBooks isn't open.

1. 1On the server, open the Start menu, type Services and open Services.
2. 2Open QuickBooksDBXX for your version.
3. 3On the General tab, if Service status shows Started or Running, select Stop.
4. 4Set Startup type to Automatic.
5. 5On the Logon tab, select Local System account.
6. 6On the Recovery tab, choose Restart the Service for First failure, Second failure and Subsequent failures.
7. 7Go back to the General tab and select Start.

Intuit says you can skip these settings if you want the defaults. Its fix for error H202 uses the same Automatic and Restart the Service settings, and repeats them for QBCFMonitorService.

Restart Database Server Manager

If Database Server Manager won't open or shows an error, Intuit says to restart it on the server. The steps depend on what's installed.

If QuickBooks is installed on the server

1. 1Open QuickBooks on the server and go to File > Open or Restore Company > Open a company file.
2. 2Select the company file, check Open file in multi-user mode, select Open and sign in.
3. 3Go to File > Close Company/Log off.
4. 4Open QuickBooks Database Server Manager from the Start menu.

If only Database Server Manager is installed

1. 1Open Control Panel, then Administrative Tools, then Services.
2. 2Right-click QuickBooksDBXX and select Restart. For QuickBooks 2021, that's QuickBooksDB31.
3. 3If it won't restart, restart the server and try again.

Update Database Server Manager

Intuit says Database Server Manager updates automatically when you update QuickBooks Desktop. On a server that runs only Database Server Manager, Intuit points you to the QuickBooks Desktop installer, which includes it. For the workstations, see how to update QuickBooks Desktop to the latest release.

Error 1920 during an install or update

Error 1920 says QuickBooks Database Manager (QBCFMonitorService) failed to start. On a server with only Database Server Manager, Intuit's fix is:

1. 1Press Windows+R, enter appwiz.cpl and select OK.
2. 2Select QuickBooks Database Server Manager, then Uninstall/Change, and follow the prompts.
3. 3Rename the installation folders listed in Intuit's error 1920 article to .OLD. If other Intuit apps are installed, rename only the QuickBooks version folder.
4. 4Reinstall Database Server Manager, then scan your company file folders again.

Run more than one QuickBooks version on the server

• Install Database Server Manager for each version you use. Install the oldest version first and the newest last.
• Each version gets its own service and Windows user, such as QuickBooksDB33 and QBDataServiceUser33 for 2023. Each user needs access to the company file folders.
• Hosting mode belongs to a QuickBooks version on a given computer, not to the company file. From 2018 on, changing it for one version leaves the others alone.
• Add firewall port exceptions for every version you run.
• Intuit notes that each version's multi-user components need updating, so update every version you host.

Common problems

• Error H202: a workstation can't reach the server. Intuit's Tool Hub fix opens Database Server Manager from Network Issues and selects Start Scan, which repairs firewall permissions.
• The connection to the company file has been lost: Intuit's quick fixes include restarting Database Server Manager and setting the server's power saving to never. It also says to use a wired connection, since QuickBooks doesn't support wireless networking.
• NAS devices: Database Server Manager doesn't support them.
• Linux servers: Intuit offers a Linux Database Server Manager for Enterprise. When we checked, its article listed Enterprise 20.0 to 22.0, said 23.0 doesn't support it, and didn't mention 24.0.

For the full H202 and H505 steps, including workstation hosting settings, see how to set up multi-user mode.

Where QuickBooks Desktop leaves the work to you

• The server must stay on, awake and connected, with the QuickBooksDBXX service running.
• Folders on drives that aren't monitored need a rescan when company files move.
• Firewall rules, folder permissions and Windows services are set by hand or with Intuit's Tool Hub.
• Each QuickBooks version on the server needs its own Database Server Manager, service and updates.
• Network and hardware problems fall to whoever runs your IT.