QuickBooks Enterprise Installation and Setup Guide for Canada

Understand Installation Requirements

QuickBooks Enterprise is complex and requires knowledge of networking, file sharing, and system permissions.

Who You'll Need to Get Started

A system/network administrator to handle technical setup and permissions

A financial professional or office manager to manage the company file setup and user roles

Alternatively, hire a ProAdvisor or Intuit Premier Reseller for expert assistance.

Back Up Your Previous Accounting System

Save your old financial data before installing Enterprise

Retain digital records or print reports to support accurate recordkeeping and tax documentation

Choose Your Network Setup Option

Central Server - Company file on a central server; workstations access via network

Peer-to-Peer - Company file hosted on one workstation; others access via network

Remote Desktop Services - All access and hosting via remote desktop

Optional: Use a Linux server with Windows clients to access QuickBooks

Test Network Bandwidth (Multi-user Only)

Measure Mbps by copying a large file and using: File Size (MB) × 8 ÷ Time (seconds)

Minimum required bandwidth: 40 Mbps

Below 40 Mbps = upgrade needed for smooth Enterprise performance

Check Firewall and Antivirus Settings

Allow QuickBooks components through your firewall

Use the QuickBooks Connection Diagnostic Tool or manually configure firewall exceptions if needed

Verify System Requirements

Ensure your hardware and OS meet the latest QuickBooks Enterprise requirements

Next Step

Ready to move forward? Proceed to Step 2: Install QuickBooks Enterprise

Share the Company File Folder

Ensure the folder containing your QuickBooks company files is shared across your network. All users need full (read/write/create/delete) permissions. Consult your network admin if needed.

Install Enterprise on All Workstations

Close all running programs, including antivirus software.

Install using the downloaded file (recommended over the CD).

Follow prompts and choose installation type:

• Express (automatic setup)
• Custom and Network (for more control)

Choose one of the following based on your setup:

Use QuickBooks on this computer; the file is on another.

Use QuickBooks and store the file on this computer.

Only store the file on this computer; do not use QuickBooks here. (Installs only the Database Server Manager)

Set Up Multi-User Hosting

The computer that stores the company file (usually a server) must be set to host multi-user access. Only one computer should have hosting enabled; all others must have it turned off to prevent conflicts.

If you installed only the QuickBooks Database Server Manager on the server, hosting is not required there, but all workstations must have multi-user hosting turned off.

General Setup Guide:

• Peer-to-peer: ON on the server, OFF on workstations
• Remote Desktop Server: ON on the server, not applicable for others
• Central server: ON on the server, OFF on workstations

To verify hosting is enabled on the server:

Open QuickBooks Desktop Enterprise on the server.

Go to File > Utilities.

If Stop Hosting Multi-User Access appears, hosting is already active.

If it shows Host Multi-User Access, click it to enable, then confirm by clicking Yes on both prompts to restart the company file with hosting enabled.

Repeat this check on all workstations to ensure multi-user hosting is turned off.

Register QuickBooks Desktop Enterprise

Registration must be completed on every computer where QuickBooks Enterprise is installed. You can use Enterprise for up to 30 days before registration is required.

If the server has the full Enterprise software installed, registration can be done there. If only the Database Server Manager is installed, complete registration on a user workstation.

This step should be handled by someone who understands your business's financial setup, user roles, and required access. You must have administrator privileges in QuickBooks.

To register QuickBooks Enterprise:

Start Enterprise.

Go to the Help menu and click Register QuickBooks.

Click Begin Registration and follow the on-screen steps.

If online registration is unavailable, schedule a consultation with Minding My Books for assistance with your QuickBooks Enterprise setup.

Note: If you move Enterprise to a new computer, you'll need to register again.

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Scan Company Files

After creating your company file, open the Database Server Manager on the server and scan the folder to allow network access.

Create a Company File

The company file stores all your QuickBooks data. You can create a new file from scratch or convert one from another accounting software.

Starting from Scratch:

Start QuickBooks Enterprise.

Click Create a New Company or go to File > New Company.

Click Express Start to set up quickly, or choose Guided Start to customize features and preferences.

Converting from Quicken:

Start Enterprise and go to File > Utilities > Convert > From Quicken.

Click Convert and follow the on-screen instructions.

Note: Do not create a new company file before converting from Quicken.

Converting from Peachtree:

Start Enterprise and go to File > Utilities > Convert > From Peachtree.

Click Yes to download the QuickBooks Conversion Tool, then follow the steps to install and run it.

Converting from Microsoft Small Business/Office Accounting:

Start Enterprise and go to File > Utilities > Convert > From Microsoft Accounting.

Download and install the QuickBooks Conversion Tool, then follow the prompts to complete the conversion.

Tip: Always review your company file after conversion to ensure your data was imported correctly.

QuickBooks Setup

After creating your company file, QuickBooks Setup guides you through adding key info like customers, vendors, products, services, and bank accounts.

Use the Quick Start Center to complete basic tasks like creating invoices, entering bills, and viewing balances.

Review your Chart of Accounts under Lists > Chart of Accounts and make changes as needed to fit your business structure.

To include past data, enter historical transactions from your chosen start date to today. Be sure to follow the proper entry order for accuracy.

During payroll setup, add year-to-date payroll info to ensure tax data is accurate. Refer to in-product Help for details.

You may also need to enter optional adjustments, such as sales tax liabilities or uncategorized income/expenses. Check with your accountant.

Back up your company file regularly using the built-in backup feature or QuickBooks’ online backup service. To restore, go to File > Open or Restore Company.

Once setup is complete, proceed to Step 6: Create Users and Roles.

Enter historical transactions

Record Outstanding Invoices: Enter all customer invoices sent from your start date.

Enter Vendor Bills: Log bills you’ve received and paid since your start date.

Log Payments Received: Enter cash, checks, and deposits received from customers.

Reconcile Bank Activity: Record deposits, fees, charges, and interest that occurred around your start date.

Capture Payroll Data: Enter year-to-date payroll info and any payroll liabilities as of your start date.

Add Unreceived Purchase Orders: Enter any issued purchase orders that haven't been fully received.

Record Pre-Start Deposits: Add deposits made before your start date that didn’t appear on previous bank statements.

Include Other Payments: Log checks or payments made for expenses not tied to bills since your start date.

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Proceed to the Next Step

You've finished configuring QuickBooks Desktop Enterprise to run your business, now it's time to move on to Step 6: Create Users and Roles.

QuickBooks Desktop Enterprise offers customizable user permissions with view, create, modify, delete, and print access, allowing role-based control over lists and report groups.

To set up a role:

Start QuickBooks Desktop Enterprise.

Go to the Company menu, click Users, and then click Set Up Users and Roles.

Click the Role List tab and then click the New button.

Enter the name of the role in the Role Name field or select an existing role.

Assign access levels to the activities and click OK.

QuickBooks Desktop Enterprise includes predefined roles like AR, AP, Banking, and Payroll Manager, which you can use as-is, customize, or replace with custom roles—ensuring every user has assigned access.

To set up a user:

Click the User List tab and then click the New button.

Enter the name of the user in the User Name field.

Enter a password in the Password and Confirm Password fields.

Assign roles to this user and then click OK.

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Congratulations, you are done!