If more than one person opens the same QuickBooks Desktop company file, a small program on the computer that stores the file decides who gets to work in it and when. That program is QuickBooks Database Server Manager. Most people only hear about it when multi-user mode stops working, so it helps to know what it does before something breaks.

What It Does

Database Server Manager lets other computers on the network work in a company file that sits on one machine. Without it, each person would be opening the same file directly from a shared folder, which is how files get damaged. With it, the file stays on the host computer and the program manages the connections.

It runs as a background service. Intuit names the service QuickBooksDBXX, where XX stands for the year of your version. For example, the 2021 version runs as QuickBooksDB31. If that service is not running, other computers cannot open the file in multi-user mode.

Where It Needs to Run

It belongs on the computer that holds your company files, the one Intuit calls the server computer. Workstations that only open the file do not need to run it. Installing it on a workstation that does not store the file does nothing useful.

The Two Parts You Will Actually Use

• Scan Folders and Monitored Drives. You tell the program where your company files live by browsing to the folder and starting a scan. You only need to scan once. After the scan, the drives holding those files appear under Monitored Drives. Keep only the drives that hold company files in that list, and you will not need to scan again if you later move files on a monitored drive.
• System and Database Server. The System tab shows where the program is installed. The Database Server tab shows its status and who is connected right now.

Common Mistakes

• Scanning a mapped drive. Intuit says you cannot monitor mapped drives. Point the scan at the real folder on the server, not at a drive letter that maps to it from another computer.
• Running it on the wrong computer. If the file sits on one machine and the tool is on another, nothing will connect.
• Forgetting to rescan after moving files off a monitored drive. If you move company files to a drive that is not monitored, the program will not see them.
• Assuming a stopped service is a network problem. Many “can’t connect” errors come from the service simply not running. See QuickBooks Error H202 and H303 for the related errors.

If It Stops Working

Work through these steps on the server computer, in this order:

1. Close Database Server Manager and open it again.
2. If QuickBooks Desktop is installed on that computer, open and close the company file in multi-user mode, then reopen Database Server Manager.
3. If only Database Server Manager is installed, restart the QuickBooksDBXX service from Administrative Tools, then Services.
4. If that does not help, restart the server computer and try again.

If it still fails, the cause is usually something else, such as a firewall rule or a damaged network data file. A QuickBooks-experienced IT person can look at that next.

On a Hosted Server

When QuickBooks runs on a hosted server, the company file and Database Server Manager sit on the same machine, and the setup is done for you. Your team signs in to the server and works in the file, so there is no workstation-to-server link to configure. For the broader picture, see How to Set Up QuickBooks Multi-User Mode and QuickBooks on a Server: How It Works.

Source: Intuit’s help articles on using QuickBooks Database Server Manager. Steps can vary by version, so check Intuit’s current guidance for yours.