QuickBooks Database Server Manager is a utility that helps businesses share QuickBooks Desktop company files across a network. It runs on the computer that hosts the company files and supports multi-user access, allowing users on connected workstations to work with the same company data.
If you are the only person using QuickBooks and your company file is stored locally, you generally don’t need this utility. However, businesses with multiple users accessing a shared company file may need it to manage network access. This guide explains what QuickBooks Database Server Manager does, when you need it, how to install and configure it, how to scan company-file folders, and how to troubleshoot common issues.
Table of Contents
What Is QuickBooks Database Server Manager?
QuickBooks Database Server Manager is a utility used with QuickBooks Desktop to manage access to company files stored on a network. It allows multiple users to work with the same company file from different computers while the file remains on a host or server computer.
Database Server Manager runs the QBDBMgrN service, which helps QuickBooks work with company files across the network. It can also scan folders containing company files and make those files available to authorized QuickBooks users.
If you use QuickBooks on a single computer and do not share your company file over a network, you generally do not need QuickBooks Database Server Manager.
Do You Need QuickBooks Database Server Manager If You’re the Only User?
Not usually. If you are the only person using QuickBooks and your company file is stored locally on the same computer, you can use QuickBooks without Database Server Manager.
You typically need it when multiple users need to access a company file over a network. In that setup, Database Server Manager is installed on the computer that hosts the company files.
| Setup | Database Server Manager Needed? |
| One user, local company file | No |
| Multiple users sharing a company file | Yes |
| Company file stored on a dedicated server | Yes |
| QuickBooks installed on several workstations | Usually on the host/server, not every workstation |
The key factor is how the company file is stored and accessed, rather than simply how many computers have QuickBooks installed.
Do You Need QuickBooks Database Server Manager for Single-User or Multi-User Mode?
If you are the only user and your company file is saved locally on the same computer where you use QuickBooks Desktop, you generally do not need QuickBooks Database Server Manager. You can open and work with the company file directly without setting up a network database service.
If multiple users need to access the same company file from different computers, Database Server Manager is typically required. It runs on the computer that hosts the company file and allows other computers on the network to connect to the shared data.
| Setup | Database Server Manager | Where It Is Needed |
| One user with a local company file | Not required | No server setup |
| Multiple users sharing a company file | Required | Server/host computer |
| Company file stored on a dedicated server | Required | Server computer |
| QuickBooks used from multiple workstations | Required for network hosting | Server/host computer |
Single User Mode
In a single-user setup, QuickBooks and the company file can remain on one computer. Since there is no need to share the file across a network, Database Server Manager is generally unnecessary.
Multi-User Mode
In a multi-user environment, the company file is stored on a host or server computer, while users access it from their individual workstations. Database Server Manager runs on the host computer and helps manage access to the shared company files.
Important: Installing QuickBooks Desktop on multiple computers does not by itself mean Database Server Manager must be installed on every computer. The key consideration is whether those computers need to access a company file stored on another computer over the network.
QuickBooks Database Server Manager: Server vs. Workstation
The server and workstation have different roles in a QuickBooks multi-user environment.
Server or host computer: This computer stores the QuickBooks company files. QuickBooks Database Server Manager should be installed here so it can manage network access to those files.
Workstation: This is the computer a user operates QuickBooks from. Users can access the shared company file through QuickBooks Desktop, but Database Server Manager does not generally need to be installed separately on every workstation.
For example, if three employees use QuickBooks from three different computers while the company file is stored on one central computer, the central computer acts as the server, while the three employee computers act as workstations.
How to Download and Install QuickBooks Database Server Manager
QuickBooks Database Server Manager lets users access company files stored on a network. It should be installed and running on the server computer, which is the computer where the company files are stored. If you are the only person accessing a company file locally, you generally don’t need this tool.
Download QuickBooks Database Server Manager
Database Server Manager is included with the QuickBooks Desktop installation package, so there is no need to download it as a separate application.
- Download the appropriate QuickBooks Desktop installer.
- If QuickBooks Desktop is already installed on the server, update it to the latest available version. Database Server Manager is updated along with QuickBooks Desktop.
Install QuickBooks Database Server Manager
Install the tool on the computer that stores your QuickBooks company files.
Note: If your network uses multiple versions of QuickBooks Desktop, install Database Server Manager versions starting with the oldest version and then install the newer versions.
- Close QuickBooks and other running applications on the server.
- Open the downloaded installation file, typically named Setup_QuickBooks.exe.
- Follow the instructions displayed by the installer.
- Enter your QuickBooks product or license information if requested.
- When prompted for the installation type, select Custom or Network Options and select Next. Avoid choosing Express if you need to retain an existing QuickBooks Desktop version.
- Choose the network setup that matches your server:
- I’ll be using QuickBooks Desktop on this computer, AND I’ll be storing our company file here: Choose this when the server will have both QuickBooks Desktop and Database Server Manager.
- I will NOT be using QuickBooks Desktop on this computer: Choose this when the server will only host Database Server Manager and company files.
- Select Next, then choose Install.
- Allow the installation to finish.
QuickBooks creates a Windows service user for each Database Server Manager version. Make sure this service account has the required permissions to access the folders containing your company files.
Configure QuickBooks Database Server Manager
If the default configuration works for your network, you can leave these settings unchanged. If you need to configure the Windows service manually:
- Open the Windows Start menu and search for Services.
- Open Services and locate QuickBooksDBXX, where XX represents the QuickBooks version.
- Open the service and check its Service status under the General tab.
- If the service is running, select Stop.
- Set Startup type to Automatic.
- Open the Log On tab and select Local System account.
- Open the Recovery tab.
- Set First failure, Second failure, and Subsequent failures to Restart the Service.
- Return to the General tab and select Start to restart the service.
After installing and configuring Database Server Manager, complete these network settings:
- Configure firewall and antivirus permissions: Make sure your security software allows Database Server Manager to communicate through the network.
- Scan company-file folders: Use Database Server Manager to scan the folders containing your QuickBooks company files so they can be accessed over the network
How to Add and Scan Company File Folders in QuickBooks Database Server Manager
After installing QuickBooks Database Server Manager, scan the folders that contain your QuickBooks company files. This allows users on other computers connected to the network to access the company files.
Step 1: Scan Your Company File Folders
You only need to scan a folder once unless you change your setup.
- On the server computer, open the Windows Start menu.
- Search for Database and open QuickBooks Database Server Manager.
- Select the Scan Folders tab.
- Select Browse and choose the folders containing your QuickBooks company files (.QBW files).
- Select OK after choosing the required folders.
- Select Start Scan.
After the scan completes, the selected folders appear under QuickBooks company files found. The company files in these folders can then be accessed from other computers on your network.
Step 2: Monitor the Drives
You can monitor the drives containing your company files so Database Server Manager can track changes to the monitored folders.
- Open the Monitored Drives tab.
- Select the checkboxes for the drives where your company files are stored.
Only select drives that contain your QuickBooks company files. Mapped network drives can’t be monitored.
Step 3: Check Database Server Manager Status
Database Server Manager includes additional tabs that help you monitor its operation:
- System: Shows where Database Server Manager is installed.
- Database Server: Displays the current status of the service and connected users.
How to Fix QuickBooks Database Server Manager Not Running
If QuickBooks Database Server Manager is installed but isn’t working as expected, the problem may be related to the Windows service, company-file permissions, folder scanning, or firewall settings. The following troubleshooting steps address the most common issues.
Restart QuickBooks Database Server Manager
If Database Server Manager is stopped or unavailable, restart its Windows service on the server computer.
- Open the Windows Start menu.
- Search for Services and open the application.
- Find QuickBooksDBXX, where XX represents your QuickBooks version.
- Right-click the service and select Restart.
- If the service is stopped, select Start instead.
If the service does not restart, restart the server computer and check the service again.
Check Company File and Folder Permissions
Database Server Manager needs access to the folders containing your QuickBooks company files. If the required permissions are missing, the service may not be able to scan the folders or provide access to the files.
Verify that the Windows service account used by Database Server Manager has permission to access the company-file folders. After updating permissions, scan the folders again.
Rescan Your Company File Folders
If Database Server Manager isn’t detecting a company file, make sure the folder containing the .QBW file has been scanned.
Open QuickBooks Database Server Manager, select Scan Folders, choose the appropriate folder, and select Start Scan. After the scan finishes, check the QuickBooks company files found section.
This can help when a company file has been moved, a new file has been added, or the file is stored in a folder that Database Server Manager hasn’t scanned.
Check Firewall Settings
If the server can access the company file but workstations cannot, firewall or security software may be blocking network communication.
Make sure QuickBooks and Database Server Manager are allowed through the Windows firewall and any third-party security software installed on the server.
For QuickBooks Desktop 2019 and later, you can check the assigned network port through QuickBooks Database Server Manager > Port Monitor and configure the firewall to allow the required connection.
Reinstall Database Server Manager if It Is Missing
If QuickBooks Database Server Manager is not available on the server or its service is missing from Windows Services, the installation may be incomplete or damaged.
In this situation, reinstall the appropriate Database Server Manager component using the QuickBooks Desktop installation package. Install it on the computer that stores the company files, then scan the company-file folders again.
After completing these steps, check whether the QuickBooksDBXX service is running and whether users can access the company file from their workstations.
Conclusion
QuickBooks Database Server Manager plays an important role in network-based QuickBooks Desktop setups. When it is installed on the computer hosting the company files and configured correctly, it helps multiple users access shared company data from their workstations.
For a single-user setup with a locally stored company file, the utility is generally unnecessary. For multi-user environments, proper installation, folder scanning, permissions, and firewall configuration can help maintain reliable access to company files. If you need to install QuickBooks Database Server Manager, make sure it is set up on the appropriate server computer and that the required folders are scanned.
If QuickBooks Database Server Manager is not available or has stopped working, check the Database Server Manager service, company-file permissions, folder scans, and firewall configuration to identify and resolve the underlying issue.
Frequently Asked Questions
What is QuickBooks Database Server Manager and what does it do?
QuickBooks Database Server Manager is a utility for QuickBooks Desktop that allows company files stored on a server computer to be accessed by other computers on the network. It manages the database service required for network and multi-user access.
Do I need QuickBooks Database Server Manager for multi-user mode?
Yes, when multiple users need to access a QuickBooks Desktop company file stored on a network. Database Server Manager runs on the computer hosting the company file and supports access from connected workstations.
How do I install QuickBooks Database Server Manager?
Database Server Manager is included with the QuickBooks Desktop installation package. During installation, select Custom or Network Options and choose the setup that matches your server configuration.
Where do I download QuickBooks Database Server Manager?
You don’t normally download Database Server Manager as a separate application. It is included with the QuickBooks Desktop installer. If QuickBooks Desktop is already installed, updating QuickBooks can also update the Database Server Manager component.
Does Database Server Manager need to be installed on every computer or just the server?
Database Server Manager should be installed on the computer that stores and hosts the QuickBooks company files. It does not generally need to be installed separately on every workstation that accesses the shared company file.
Why isn’t QuickBooks Database Server Manager scanning my company file?
Check that the folder containing the company file has been added under Scan Folders. Verify that Database Server Manager has permission to access the folder, then run Start Scan again. Also confirm that the company file is stored in the folder you selected.
Is QBDBMgrN the same as QuickBooks Database Server Manager?
QBDBMgrN is the Windows process associated with the QuickBooks Database Server Manager service. You may see QBDBMgrN when checking QuickBooks-related processes or services in Windows.
What ports does QuickBooks Database Server Manager use?
The required network port depends on the QuickBooks Desktop version. For supported versions, you can identify the assigned port through QuickBooks Database Server Manager > Port Monitor and configure your firewall accordingly.
How do I fix QuickBooks Database Server Manager not running on this computer?
Open Windows Services, locate QuickBooksDBXX, and select Restart or Start if the service is stopped. If the service fails to start, check the installation, folder permissions, and firewall settings.
Can I use QuickBooks Database Server Manager on a Mac?
QuickBooks Database Server Manager is designed for QuickBooks Desktop network setups on Windows. QuickBooks Desktop for Mac has its own multi-user networking requirements and does not use the Windows Database Server Manager in the same way.
How do I add a folder to QuickBooks Database Server Manager?
Open Database Server Manager on the server, go to Scan Folders, select Browse, choose the folder containing your QuickBooks company files, and select Start Scan. Once the scan finishes, the company files found in that folder appear in Database Server Manager.
